Vantage Point - Monthly Payment Reporting Job Aid 2024

Report Monthly Payments with Two Simple Steps:

Step 1: Report Payments Received

1. Navigate to the desired contract and select “Payments” from the banner at the top of the screen.
   • Note: A red indicator icon means there are payments that need to be reported. The red icon will be repeated next to each month for which payments must be reported.
2. Select the desired year and month on the left side then click Report Payments and select Payment Received from the dropdown on the right side of the screen.
3. Enter the Amount, Check Date, Date Received, and Notes for the Payment then click “Report Payment Received”.
   • If you did not receive a payment during the reporting month, please enter “$0.00” in the Amount field.Prepayment Assignments: Payments sent to subvendors without a source payment are prepayments. 
   • Any prepayments that have been reported previously will display at the bottom of the window. To assign a payment received as a source payment, check the box next to the appropriate prepayment.

Congratulations! You are Done Reporting Payments Received. If you have subvendors, please proceed to Step 2.

Step 2: Report Payments Sent

1. Repeat Step 1, number 1 above. Select the desired year and month on the left side, then click “Report Payments” and select “Payment Sent” from the dropdown on the right side of the screen.
2. To complete this step, it is necessary to know if the payment report needs to be sent to all active subvendors or to just one subvendor before proceeding:
   
   1. To report payments sent to all active subvendors, click Add All Vendors on the right side of the screen. If a desired subvendor is not listed, this means the subvendor is not active on the contract during the reporting month (award date or end date fall outside of reporting month) or the subvendor has not been added to the contract. Please contact your Contract Manager to modify subvendor award/end dates or to add a subvendor to the contract. OR:
   2. To report payments sent to just one subvendor, click Add Payment on the right of the screen and search for the name of the desired subvendor.
3. Enter the Amount, Date, Source Payment, and Notes for each subvendor listed, then click Report Payments Sent. See important payment reporting notes/tips below:
   • Source Payment: this is the payment received that was used to pay the subvendor.
     • Select “Prepayment” if you are paying your subvendor before you received payment.
   • Zero-Dollar Payments: zero-dollar payments must be reported. If no payment was made to a subvendor during the reporting month, enter “$0.00” in the Amount field.
   • Required Fields: A payment amount, date, and source payment must be entered for all subvendors.
   • Remove Subvendor: to remove a subvendor from the listing click “…” on the right and click “Remove”.
   • Bulk Reporting: to assign the same payment amount and/or source payments to multiple subvendors simultaneously, check the box to the left of the Subcontract to open the bulk assign menu.
   • Multiple Payments to One Subvendor: if multiple payments were made to the same subvendor, click Add Payment on the right to add additional rows so each payment can be reported separately.
   • Final Payments: If reporting the last payment to a subvendor, click “…” and select “Mark as Final”.

Congratulations – You are Done Reporting Payments Sent!