Payment Advices
The Payment Advices page groups approved invoices by contractor so finance or operations users can prepare and send payment communication.
What a Payment Advice Contains
Each payment advice includes:
- reference number
- contractor
- payment date
- total amount and currency
- linked invoice count
- send status
Reference numbers are generated automatically in the PA-YYYYMMDD-XXXXXX format.
Payment Advice List
The list view supports:
- text search
- contractor filter
- payment date range filters
- archived and active views
- sortable columns such as contractor, payment date, and total amount
Status
Payment advices use a simple operational status:
| Status | Meaning |
|---|---|
| Pending Send | Created but not yet emailed |
| Sent | Already sent to the contractor |
Archived payment advices remain in the system and can be restored.
Actions
From the row actions menu or detail dialog, users can:
- Export PDF to generate the payment-advice document
- Send Email to deliver the payment advice to the contractor
- Archive to remove it from the default list
- Unarchive to restore it
Detail View
Opening a payment advice shows:
- summary information for the advice itself
- send timestamp, when it has already been emailed
- a table of all linked invoices, including invoice number, document type, dates, status, and total amount
This makes it easier to confirm exactly which invoices are being covered before sending the document.
Relationship to Invoices
Payment advices are downstream from invoice approval:
- Contractors submit invoices.
- Line items are approved.
- Approved invoices become eligible for payment-advice grouping.
- The payment advice is exported or emailed to the contractor.
For the invoice approval workflow itself, see Invoices.