Paying Providers

Overview

Paying providers in Track 2 Pay is a multi-step workflow that takes you from imported transactions to finalized payouts. This guide walks you through the complete process.

The typical workflow is:

1. Import transactions with payment data
2. Create a payout batch to calculate payouts
3. Review the payout calculations
4. Finalize the batch to lock in the payouts

Prerequisites

Before creating a payout batch, ensure you have:

• Transactions imported for the pay period (see Transaction Imports)
• At least one enabled payout condition (see Payout Conditions)

Step 1: Create a Payout Batch

A payout batch is a collection of transactions that are grouped together for payout processing, typically aligned with a pay period.

1. Navigate to the Payouts page.
2. Click the New Payout Batch button.
3. Enter a description for the batch (e.g., "January 2025 Payroll").
4. Select the Start Date and End Date for the transactions to include.
5. Click Create Payout Batch.

The system will calculate payouts for all transactions within the date range based on your payout conditions.

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Choose dates that align with your pay periods. Only transactions within this date range will be included.

Step 2: Review the Payout Batch

After creation, the payout batch is in draft status. Review it carefully before finalizing.

Viewing Payout Details

The batch detail page shows:

• Summary: Total transactions, total payout amount, number of providers
• Provider Breakdown: Payout amount for each provider
• Transaction List: Individual transactions included in the batch

Filter by provider to see their detailed transaction list and payout calculations.

Verifying Calculations

For each transaction, verify:

• The correct payout condition was applied
• The payout amount is calculated correctly
• No transactions are missing or incorrectly included

WARNING

Review the batch thoroughly before finalizing. Once finalized, payouts cannot be changed.

Step 3: Make Adjustments (If Needed)

If the calculations are not correct, you have several options:

Modify Payout Conditions

1. Go to Payout Conditions.
2. Edit the relevant condition.
3. Return to the payout batch.
4. Click Re-run to recalculate with the updated conditions.

Change Batch Dates

If the date range is wrong, you must:

1. Delete the current batch.
2. Create a new batch with the correct dates.

Re-run the Batch

If you've modified payout conditions:

1. Open the draft payout batch.
2. Click the Re-run button.
3. The system recalculates all payouts with current conditions.

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Re-running is only available for draft batches. Use this to test different payout condition configurations.

Step 4: Finalize the Payout Batch

Once you've verified the calculations are correct:

1. Open the payout batch detail page.
2. Click the Finalize button.
3. Confirm the action in the dialog.

Finalizing a batch:

• Locks all payout amounts permanently
• Marks all included transactions as "batched"
• Makes the batch available for provider viewing (if published)
• Optionally: Click the Publish button to make it visible to providers

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Published batches are visible to providers who log in with their Provider role access. They can see their own payout details but not other providers' information.

WARNING

Finalizing is irreversible. You cannot edit or delete a finalized batch. Make sure everything is correct before proceeding.

What Happens After Finalization

When a batch is finalized:

1. Transactions are marked as batched: These transactions won't appear in future payout batches (unless you specifically include batched transactions).

2. Payout amounts are recorded: The payout amount for each transaction payment is permanently set.

3. Adjustments create new records: If you import updated payment amounts for batched transactions, the system creates adjustment entries rather than modifying the original payment.

Handling Payment Adjustments

If payments change after a batch is finalized:

1. Import the updated transaction data.
2. The system automatically creates adjustment payments.
3. These adjustments are automatically included in a future payout batch.

This ensures accurate record-keeping and a complete audit trail.

Common Scenarios

Scenario 1: Missed a Transaction

If you finalized a batch and realized a transaction was missing:

1. Import the missing transaction.
2. Include missed transaction in a future batch.
3. Finalize and publish as normal.

Scenario 2: Wrong Payout Rate Applied

If the wrong payout condition was used:

1. Review your payout condition priorities.
2. Adjust conditions as needed.
3. Re-run the draft batch to use updated conditions.

Best Practices

1. Consistent schedule: Process payout batches on a regular schedule (weekly, bi-weekly, monthly).

2. Review before finalize: Always review payout calculations carefully before finalizing.

3. Use descriptive names: Name batches clearly (e.g., "Week of Jan 15, 2025" or "December 2024").

4. Keep data fresh: Ask your providers to have all data up to date before you import it in T2P.