I can't find a payment on the Payments screen, why?

This article explains which payments appear on the Payments screen, and where to find purchases that don't appear there.

When do purchases appear on the Payments screen?

A purchase only arrives on the Payments screen when:

• it has had its receipt checked;
• it has been approved;
• it's a type of purchase that requires payment to be actioned (Business Card purchases and Direct Debits will not appear since no manual payment is required).

Checking the status of the payment on the Purchases screen

If you believe that the payment you're trying to find should be on the Payments screen, first check the status of the payment. To do this:

• Go to the Purchases screen.
• From the drop-down list or Search All Purchases, select the user who submitted the purchase (note that you will need to be a Finance Team user to do this).
• The screen where you'll find the purchase will depend on the purchase's status. Hover the mouse over the icons in the Status column, to check whether the purchase has been receipt-checked, approved and/or paid.

Where will I find the purchase?

• If the Status column (above) shows that payment has been made, you will now find the purchase on the Bank Reconciliation screen in the relevant bank account, where it will be either waiting to be matched or already matched to a statement transaction.
• If the Status column (above) shows that the purchase has had its receipt checked, and it's been approved but not been paid, you should find it on the Payments screen. Return to the Payments screen to check whether it is in the upper 'Payments to Set Up' table, or the lower 'Payments to Authorise' table. You can search for the Payment by purchase number using the quick search feature at the top of the screen.

What if I still can't find the payment?

If you still can't find the payment, it is likely that your user permissions are not set appropriately, and you may not have access to the bank account from which the payment was made. You can find out more about who has access to payments by reading this help guide article.

To help you better understand the Payments module as a whole, please visit the module overview page here.