Payments & payment types

Payments records money going out of the hospital as numbered payment vouchers, each approved before it is paid. At UATH the menu calls them Payment Vouchers and their kinds Voucher Types.

For the step-by-step, see Raise and pay a payment voucher.

Screens

Screen	Where	What it is for
Payment Vouchers	Menu › Finance	Every voucher you can see, with status and source filters. New Payment starts one.
Accounts Queue	Menu › Finance	Approved requests still owed a voucher. Open one and select Raise voucher.
Create Payment	New Payment or Raise voucher	The voucher form: type, voucher fields, source, payer account, payee, dates and line items.
Payment Details	Select a voucher	Summary, source links, the approval chain, the printable voucher and the line items. Mark as Paid appears here once it is approved.
Voucher Types	Menu › Administration	The kinds of voucher, each with its form, printed layout, numbering and approval route.

Payment Vouchers as seen by a finance officer.

New Payment. Starts a voucher that is not raised from the queue.
Status filter.
Source filter. Project, Request Form, Payroll or Standalone.
A voucher. Reference and number of items, source, amount, status, payee, payment date and created date. Select it to open it.

A voucher that has been confirmed and paid.

Summary. Status, payer account, currency and totals.
Source Links. The request, project or payroll the voucher pays.
Back to Payments. Returns to the list. Mark as Paid sits beside it while the voucher is approved and not yet paid.

Who can use it

Permission	Allows	Held by (UATH roles)
View Payments	Open Payment Vouchers and voucher pages.	Finance officers, DFA, CMD & executive offices, Checking, Audit, Registry officers
Add Payments	Raise vouchers; see the Accounts Queue.	Finance officers (022–029), DFA, Billing officers, Procurement & Stores
Edit Payments	Change vouchers before they are decided.	Finance officers, DFA, Billing officers
Process payments	Mark approved vouchers as paid; see the Accounts Queue.	Finance officers, DFA, Billing officers
Approve Payments	Act as an approver on payment routes.	DFA, CMD & executive offices
Manage payment types	Create and change voucher types.	DFA, system administrators
Export payments	Download the voucher list as CSV.	Finance officers, DFA, executive offices
Delete Payments	Remove vouchers.	System administrators

A voucher’s approvers are whoever holds the office named in its route today (for example the head of 024), whatever their role. The requester of a linked request sees the voucher’s number, amount and status on their request. Full list: Every permission explained.

Voucher statuses

Status in the list	UATH wording	Meaning
draft	Draft	Saved but not submitted.
in review	In progress	With its approvers.
scheduled	Authorized — awaiting disbursement	Approved; ready to pay.
partially paid	Partly paid	Some of it has been paid.
paid	Disbursed	Paid out; the payer account has been debited.
rejected	Rejected	Turned down by an approver. A linked request goes back to the Accounts Queue.
voided	Voided	Cancelled after being raised.

On the request itself, the Payment panel reads: Payment follows approval, Approved — awaiting voucher, Voucher in review, Authorized — awaiting disbursement, Part paid, Disbursed.

Voucher (payment) types

Every voucher has a type. The type decides:

the extra questions on the voucher (its form);
the printed voucher and its number, e.g. PV/{YYYY}/{seq:5} gives PV/2026/00012;
which sources are allowed (a request, a project, payroll, or none) and whether one is required;
the approval route, which can change above an amount (threshold rules) or for particular units;
the default payment method, and which offices are told once it is paid.

A request template can say Payment follows approval with a voucher type. Approved requests of that template then wait in the Accounts Queue and Raise voucher uses that type.

Voucher Types as seen by the Director of Finance & Accounts.

Voucher Types in the menu.
New payment type. Needs Manage payment types.
A voucher type. Its category, approval route, allowed sources and how many are in review. Select it to see the details and a sample of the printed voucher.

The types set up for UATH

Type	Used for	Source	Approved by
Disbursement Voucher	Paying an authorised finance request: cash advance, release, replenishment, allowances.	Approved request (required)	Head of 024 Central Payments
Imprest Voucher	Imprest to a unit or officer, retired later with receipts. Asks Retire by.	Approved request (required)	Head of 024 Central Payments
Refund Voucher	Refund to a patient or payer. Asks the original receipt number.	Approved request (required)	Head of 026 Billing & Refunds
Contract Payment Voucher	Payment against a contract or certificate of work done.	Approved request or project (required)	Finance chain: head of department recommends, DFA approves, CMD approves
Standard Payment Voucher	Payments that do not come from a request, e.g. statutory remittances.	Optional	Finance chain

All five are numbered PV/{YYYY}/{seq:5} and, once paid, the first three are also sent to Audit for post-audit. Setting up or changing a type is covered in Payment types (administration).

Key fields on a voucher

Payment type: The voucher kind. None — legacy payment without a voucher skips the voucher and its route; use it only if told to.
Source Type: Approved request, Project, Payroll or No source, as the type allows.
Payer Account *: The hospital account that pays. Required. See Accounts.
Currency, Payment Method: Method is bank transfer, cheque, cash, card or other.
Payee full name, Payee phone: Who is paid.
Payment Date, Due Date, Scheduled For: Planning dates.
Reference: Your own reference or memo number. The voucher number itself is given by the type.
Line Items: Description, quantity, unit price and tax rate for each line. Copied from the request when raised from the queue.