Once a provider has verified a provisional invoice and the Create Payment Invoices job has processed it, the resulting payment invoice moves through several stages before being sent to your finance system. This article covers the administrator workflow for managing payment invoices in both Provider Portal and Mosaic Admin.
View payment invoices in Provider Portal
Open a payment schedule and click List in the Payment Invoice section.
Use the Filters panel to search by status, date, or other criteria. Click Apply Filter after making changes.
Select a payment invoice using the radio button in the leftmost column.
Click Invoice Lines to view the full detail including planned units, unclaimed units, and non-delivery units.
Notes from the provider
An envelope icon on the invoice header indicates the provider has added a note. Click the envelope to view the note.
View payment invoices in Mosaic Admin
Open the Creditor Payments enquiry.
Double-click a row or right-click and select View > Creditor Payment to see the full details.
The Details and Summary tabs show the payment breakdown.
Exclude a payment invoice
If you do not want to export a payment invoice via the creditors interface, right-click the invoice and select Exclude. To reverse this, use the Include option.
Unpaid payments — authorise and batch
Payment invoices with a status of Unpaid have been assessed as within budget. They are exported from Mosaic Admin in two stages: authorisation then batching.
Authorise payments
The Authorise Creditor Payments job can be:
Scheduled — running nightly to process all unpaid invoices automatically.
Manually invoked — from the Creditor Payments enquiry, filter to show Unpaid invoices, then click the Authorise button in the action panel and click Create.
🤓Tip: You can preview which invoices will be authorised before running the job. Filter the results and review before clicking Authorise.
Batch payments (export)
The Creditors Interface job exports authorised payments from Mosaic Admin:
Filter the Creditor Payments enquiry to show Authorised invoices.
Click Create Batch in the action panel.
Click Create to queue the Creditors Interface job.
📌Note: During testing, manually invoke both the authorisation and batching jobs. During live operation, these are typically scheduled to run nightly.
Suspended payments
Payment invoices with a Suspended status have exceeded budget or tolerance limits. These need to be reviewed and resolved.
Retract and resubmit
If a suspended payment needs correction, the provider can retract the claim, amend the provisional invoice, and resubmit. The retraction and resubmission process is managed through the payment schedule.
Automatic re-evaluation
If a service order budget changes after a payment was suspended, the system automatically re-evaluates the suspension status.
Payment tolerances
Tolerance rules control how much a claimed payment can exceed planned service before being suspended.
Contract-wide tolerance
Set tolerance rules at the contract level to apply across all services under that contract.
Per-purchase overrides
Override the contract-wide tolerance on individual purchases where a different threshold is needed.
Retrospective changes to planned service
When planned service changes after payments have been requested, the system handles this as follows:
Unprocessed provisional invoices — changes to the service order automatically update the provisional invoice.
New payments added to historic schedules — if new service orders are created for a period that already has a payment schedule, new provisional invoices are added automatically.
Periods with existing payment invoices — changes to planned service for periods that already have a payment invoice (any status) require the existing invoice to be retracted before the change takes effect.
Creditor payment batches
After batching, review the results in the Creditor Payment Batches section:
Job status and detail — view whether the batch completed successfully.
Reports — view and download reports generated by the batch.
Recreating files — if batch files need to be regenerated, use the recreate option.
Payment enquiry
The Payment Enquiry screen provides a consolidated view for searching payments across statuses. Useful standard searches include:
Suspended payments — find all payments requiring attention.
Payments passed for payment — find all payments that have been authorised and batched.