Payment Planner

Purpose

Manage payment milestones directly from the project-level Payment Schedule.

How It Works

Payment milestones are special Gantt tasks that represent invoiceable deliverables.

Tracked Fields

Invoice description, payment terms, invoice date, due date, deliverable type, predecessor dependency, responsible user, invoice amount, amount paid, discount, calculated balance, and Ready to Invoice status.

Setup Options

Milestones can be added one-by-one or as a recurring series.

Eligibility

Only projects configured with an invoice model that includes milestones are eligible, including Milestone Only, Milestone and Supplier Invoices, or Milestone, Time, and Supplier Invoices.

Custom Fields

Each Payment Plan has configurable custom fields, including text, date, number, boolean, calculated, dropdown, and linked-from-Gantt fields. These can be organised into up to four sections: per-line invoice fields, invoice modal fields, project summary fields, and project-level variable fields.

Three Grouping Types

Records can be grouped by Task + Work Order + Planned Date, Work Order + Account Sub Group + Planned Date, or Customer + Account Sub Group + Planned Date.

Costs By Period

When enabled, each imported Gantt task's planned cost is broken down by fiscal period, creating one payment schedule record per task per period instead of a single total.

Import From Gantt

Users select Gantt tasks to import into the payment schedule. Planned cost, dates, and linked field values are automatically pulled from the Gantt.

Sync With Gantt

After Gantt costs change, the Sync button reconciles payment schedule records with updated Gantt data. Pending records are auto-updated or removed; records with other statuses require manual correction if the Gantt has changed.

Invoice Statuses

Each record progresses through statuses: Pending, Ready to Invoice, Invoiced, Parked, Replaced, or Sent for Invoicing.

Record Copy

A Pending or Parked record can be split or copied, distributing its planned cost between the original and the copy, with the original marked as Parked and Replaced.

Load to Registers

Payment schedule records are pushed to a configured project register, creating entries for planned cost, planned amount, and invoice amounts. These registers support financial forecasting and notifications.

Sync With Budget

Updates the Budget Cost field on all records from the current budget.

Recalculate

Recalculates formula-based calculated fields across all records.

Invoice Integration

Ready to Invoice records can be submitted through the Invoice modal. This triggers a Boomi integration event and marks records as Sent for Invoicing while setting the Invoice Submit Date, Invoice Due Date, and Invoice Submit Amount.

Close Plan

When all records are no longer Pending or Ready to Invoice, the plan can be closed. A withheld amount record and revenue work order can be captured, and the plan status is set to Closed. Once closed, no further edits, imports, or syncs are permitted.

Highlighted Warnings

The grid visually highlights records that are out of sync with the Gantt, including stale costs, deleted tasks, missing periods, and parked lines. Different colours indicate whether auto-correction is possible or manual intervention is needed.

Baseline Change Control Integration

When enabled, each Payment Plan assigned to a project can be linked to a specific Change Request ID from a BCC register, allowing payment plans to be tracked per change request.

Full Audit Trail

Every insert, update, delete, sync, import, and invoice action is logged in the project history.