Payments

The Payments workspace prepares and tracks the payments payIQ already knows are payable — a finalized payroll run’s net pay and an approved advance — and records what happened to them.

The workspace has two tabs: Payment instructions and Payment batches.

Payment instructions

An instruction is prepared from an immutable source:

a finalized payroll run — the amount comes from the locked payslip snapshot and never changes afterwards; or
an approved advance that has not yet been issued — the approved amount is frozen, and an already-issued advance is refused, because issuance is already the record of that disbursement.

Preparation is idempotent: preparing the same source again returns the existing instruction rather than creating a duplicate.

Instruction lifecycle

Status	Meaning
Pending	Prepared; no destination recorded yet, or not reviewed.
Ready	Reviewed and ready to process.
Processing	Being handled.
Paid	Confirmed paid, with a recorded reference.
Failed	Failed and can be retried.
Cancelled	Cancelled; the source is released.

Allowed moves: Pending → Ready → Processing → Paid; Failed → Processing (retry); and cancellation from Pending, Ready, or Failed. A Paid instruction can only be changed by an Administrator reversal, which appends a reversal event and returns it to Failed.

Working an instruction

Open an instruction to see its immutable source, amounts, masked destination, and append-only reconciliation history. The actions offered depend on the status and your role:

Record destination — where no destination exists yet. Only a masked reference is stored (for example, ending in four digits). The full number is never stored or shown.
Mark ready
Mark processing (or Retry: mark processing after a failure)
Confirm paid — enter the Confirmed amount and a Payment reference.
Mark failed — enter a reason.
Cancel instruction — enter a reason.
Record reference — attach an external reference.
Reverse confirmation — Administrator only.

Payment is exact

The confirmed amount must equal the instruction amount. payIQ does not model partial payment, overpayment, or a remaining balance, and refuses anything that is not an exact full payment.

Reconciliation history

Every status change is an immutable event. Events can never be edited or deleted; a correction is a new event. A repeated identical reconciliation does not create a second event, so retrying a confirmation is safe.

Payment batches

A batch groups instructions of one currency so they can be processed together.

Status	Meaning
Draft	Membership can still be edited.
Ready	Submitted and locked.
Processing	Being processed.
Completed	Every member is finished and at least one was paid.
Failed	Failed and can be resumed.
Cancelled	A draft batch that was cancelled; members are released.

To build a batch:

Select Create draft batch, or use Create a payment batch with a currency, a description, a payment date, and a selection of eligible instructions.
In Draft, add or remove member instructions. Only Pending or Ready instructions not already in a batch can be added.
Select Submit and lock batch. Every member must be Ready first. On submission the membership and the totals are frozen.
Select Start processing, then Complete batch once every member is finished. A batch completes only when nothing is outstanding and at least one member was actually paid.

A submitted batch can no longer be unlocked or cancelled. If it cannot proceed, an Administrator records it as Failed with a reason so its locked membership stays auditable. Only a Draft batch can be cancelled.

Where payment position appears

The finalized payroll-run detail, each payroll result, and the advance detail each show their own payment position, so you can see an operation’s payment state without opening this workspace.

What you can and cannot do

You can: enable destinations (masked), prepare instructions, move them through their lifecycle, confirm exact payments, fail and retry, cancel, reverse a confirmation as an Administrator, and group instructions into currency-locked batches.

You cannot: execute a transfer, use a bank or provider integration, export a payment file, make a partial payment, reconcile automatically from a statement, or add an approval chain. These are deliberate limits of the current release.

Who can do what here

Action	Roles
View instructions, batches, and destinations	Payroll Operator, Approver, Payment/Reconciliation Reviewer, Administrator
Record a destination; prepare instructions; mark ready; create/edit a draft batch; mark processing; record a reference; cancel an instruction	Payroll Operator, Administrator
Submit and lock a batch	Approver, Administrator
Confirm paid; mark failed; complete a batch	Payment/Reconciliation Reviewer, Administrator
Reverse a confirmation; cancel a batch	Administrator

Confirming and failing deliberately exclude the Payroll Operator who prepared and processed the payment. See Roles & access.