Update the Payment Allocation Tool

To help with updating the Payment Allocation Tool (PAT), there is the ability to download the PAT line items and update via a spreadsheet and then upload the spreadsheet. This process has been documented via a guided learning simulation.

Tip Engage with the Bulk PAT guided learning simulation.

  1. From the Contract Management PortalClosed This is known as Acquittals Dashboard by Suppliers (Funded Organisations). It is also known as the Downstream Dashboard by department staff., click Payment Allocation Tool app.

  2. Click the Contract Number to view and set up the payment allocations.

    Tip Use the to search for contracts by Supplier Organisation Name, Contract Number, Service Outlet Name or Service Outlet Number.

  3. Click to begin the payment allocation task.

    Example Notice some Action buttons are greyed and not enabled.

    1. Click .

    2. Use any of the available populated fields to filter the payments.

    3. Click to collapse the fields area.

    Action buttons are now enabled.

  4. Click to edit the line.

    5. Warning There are many fields for one line - more than can be displayed one screen. Use the bottom (horizontal) scroll bar to scroll across the screen.

  5. Select and update the Investment Area, Cost Centre, GL Account, Funding Source and Funding Tag 1, Funding Tag 2, and set Recurrent Funding to Yes, where required.

  6. Scroll across and enter the Amount (Forecast) ($ ex GST).

    7. Warning The sum of Amount (Forecast) + Realised Underspends must equal to the Total Contracted Funding for the period.

  7. Scroll across and enter same amount entered in the Amount (Forecast) ($ ex GST) in to the Full Year Effect ($ ex GST) field.

    Note When entering details for future funding periods, P2i prompts you to enter the Indexation Source Name.

  8. Scroll across to add any Notes to the allocation (the last field on the right).

  9. Click Save.

Repeat the steps for the remaining payment allocations for each period.

Note When Is Renewable is set to Yes within the contract's Associate Outlet Details, updating the last payment will duplicate into the Renewable payment/s.

If the Renewable payment requires a different Full Year Effect ($ ex GST) value, edit the Renewable payment and enter the amount.

Refer to Update a contract's Associated Outlet Details

The P2i Payment Allocation Officer can enter separate amounts for each payment so that they are recorded against different funding sources.

In this instruction, the Payment IDcon_20173_CP_2 requires two line items.

  1. Click (when hovered over, the tool tip is ... One Payment, Two Items).

    The screen displays an extra line requiring modifications above the payment line item grid.

  2. Change the Funding Source and enter 0 in the Amount (Forecast) $ field.

  3. Click Save.

    An extra line item is added to payment line item grid. (For this scenario, there are now two rows for Payment ID con_20173_CP_2 in the grid.)

  4. Click next to either row (They will have the same Payment ID - con_20173_CP_2 in this scenario)

    Note Both rows are editable.

  5. Enter the amount being allocation from each Funding Source in the Amount (Forecast) $ and modify the Full Year Effect ($ ex GST) accordingly.

    Tip Remember to use the window's horizontal scroll bar. There are more fields/columns to the right in the grid.

  6. Click Save.

The Payment Allocation Tool records all actions for each payment item. This is a great audit tool.

  1. Click to view all changes to an allocation.

    The change history is displayed. Remember to use the horizontal scroll bar.

Once all payment allocations have been assigned, the P2i Payment Allocation Officer can confirm set up.

  1. Click .

  2. Click Confirm.