You have the option to record your stage payments on Panacea for selected clients. If you have this function switched on for a client organisation, you will see a new table in the Cost tab of the Job Bag showing their stage payments and the outstanding balance for the job. 



Client Receipts for Stage Payments

Clients who pay by stage payments will not receive the Billing Notification email that is generated on jobs which follow the standard workflow. Instead, there is a 'Send Receipt' button which, when clicked, will take the key user to an email pop-up which can be sent to the client. This email template includes the job number and details of the stage payment table - the date, reference and sum paid of the stage payment as well as the outstanding balance (Exc. VAT and Incl. VAT). The key user also has the option to add any extra notes to this email before sending it to the client. 


A receipt should be sent each time you take a payment from a client in order to keep the client informed on the progress of their payments. 


Charging batch

Your Charging Batch file format should also be configured to include stage payment jobs in order to keep an audit trail of all jobs. Please contact our friendly support team if you are interested in using this feature.



How to set up a client organisation for Stage Payments


1. Go to the Main Details page of the client organisation and under Allow Stage payments please tick Allow Costs to be paid in stages for this client.

Note: If Allow Stage payments is not visible this will be because Stage Payments has not been configured for your site. Please contact the Panacea Software support team and they will be able to set this up for you. 

 

2. Scroll down to Use Budget Codes and tick both boxes:

  • Use Budget Codes drop-down list (set up under Settings) for this organisations.
  • Restrict organisation to only use pre-defined Budget Codes.

Then click Update.

 

3. Now go to Settings > Budget Codes and select the client organisation from the drop-down. Add a budget code as you normally would with the exception of ticking Do Not Charge. We'd recommend calling it Credit Card or something equivalent so it is clear for the client.

  • Once you have created the Budget Code, you then need to press Manage and tick to apply this budget code to the whole organisation.


For instructions on how to add a budget code, please refer to the help page 'Creating and Managing Budget codes'. 


4. Finally, go back to the client organisation’s Main Details page and scroll down to the Selector preview. In the first drop-down, select the option where a Purchase Order is mandatory. Then, in the second drop-down, select the budget code that you have just created. Click Update.