How to Distribute Payments to a Project and Its Stages?

On the basis of the expense document, several transactions can be created and distributed across several projects and their payment stages.

If you use project payment stages, rather than invoicing, then on the basis of the payment document you will be able to distribute payments with reference to projects and their payment stages.

Please note: The planned stages of payments and expenses are created on the project page, on the Finance tab.

Find out more: How to plan the payment and expense stages for the project

When distributing the payments for a project, you can immediately link them to a specific payment or expense stage. All planned payments for the project are displayed in the payment document when linking the transaction to the stage:

We will tell you more about how to split and link a payment to a project and its stage.

  1. In the Money section, click on the Expense or Payment button.
  2. In the form that opens, fill in the data:
  • Recipient or payer;
  • Organization and account;
  • Assignee;
  • Payment amount;
  • Payment date, if not current;
  • Document reference number.

  3. Assign the transaction to the project and, if necessary, to the payment stage:

  • Click on the Project button (1)

A list of active projects will be displayed. Using the search bar, select the necessary one.

  • Select the planned payment or expense of this project (2);
  • Specify the amount of payment (3). To automatically fill in the amount, use the button Pay in full (4).
  • To create a second transaction, click on the Add New Row button (5).
  • You can immediately specify the financial category (6). You can also do this later in the list of payment documents or by using bulk editing.  

When choosing a payment stage, an amount will be displayed, which, depending on the colour indicator, may mean the amount of the scheduled payment, the unpaid balance or overpayment.

The turquoise indicator shows the unpaid amount for a scheduled payment or expense. According to the payment, you can record a greater or lesser amount. For example, in case the price of building material has changed or a discount has been received.

Red colour indicates overpayment for the given expense. For example, 200 $ was planned to spend on the purchase of siding, and in fact, 220 $ were spent. In this case, "– 20" will be displayed.

0—means that all expenses have already been paid, and you met the planned amount.

When you link the payments to the project payment stage, the balances of amounts with a yellow indicator can be displayed. This means that the stage has been partially paid by the customer and it is necessary to have the missing amount on it.

All recorded amounts will be displayed in the project, in the list of payments and expenses, in the Paid column.

And also in the list of payment documents in the Money and Transactions sections.

Money section

Transaction section

The expense or payment can be assigned only to the project, without linking to the previously planned expense or the payment stage. For example, you did not plan them and record only actual payments.

If you will not link the payment to the stage, then, in the project, this payment or expense will be highlighted in bold and marked with a yellow dot:

Note. Payments for projects can be recorded not only in the Finance application but also on the project page on the Finance tab.