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Settlements

What this screen is for

A settlement turns delivered work into something you can bill. GWC bills a period, not a single delivery, so a settlement gathers a customer's delivered orders for a period into one document, priced from the customer's contract. This screen shows which delivered work has not been billed yet, and lets the coordinator create settlements and send them to finance.

Who can see it

Organisation staff signed in to the Control Tower. This screen does not have a separate permission of its own. Approving a settlement is limited by the approval authority of the person acting: Finance Officer, Finance Manager or CFO, depending on the value (see Settlement details).

Where to find it

In the left-hand menu, under COMMERCIAL, select Settlements.

What you see

Figure cards (top).

Card What it shows
Unbilled orders Delivered orders not yet settled and ready to be priced.
Unbilled value Their total value at contract rates.
Cannot be settled Delivered orders with no contract price. The number turns red when above zero.
Customers with work How many customers have work ready to consolidate.
Open settlements Settlements not yet invoiced, with the total number underneath.

Two tabs.

Unbilled work

  • Ready to consolidate (left). One row per customer with the number of orders, the date range, the value, and a red "blocked" count when some of their orders cannot be priced. Each row has a Create settlement button.
  • Order table (right). The orders behind the list: ORDER, CUSTOMER, SERVICE, ROUTE, DATE and CONTRACT CHARGE. An order that cannot be settled is dimmed and shows a red not priced chip instead of a charge. Orders without a price are listed rather than hidden, because work that is quietly left out here is work that never gets invoiced. At most 40 are shown; select a customer to narrow the list.

Settlements

A table of all settlements: REFERENCE, CUSTOMER, ORDERS, PERIOD, STATUS and TOTAL. The status chip is Draft, In review, With finance, Approved, Invoiced or Returned; see Statuses and stages.

What you can do

  1. Create a settlement. On the Unbilled work tab, select Create settlement on a customer's row. One settlement is created for that customer covering the dates shown on the row. It appears on the Settlements tab.
  2. Narrow the order table. Select a customer's row.
  3. Open a settlement. On the Settlements tab select a row; the settlement opens in a side panel where you can edit charges, submit it and, if you hold enough authority, approve it.

Popups and panels

Settlement details

A side panel that opens when you select a settlement. Select the ? in the header for help.

Header. The reference, the status chip, a KSA - ZATCA chip for Saudi customers, then the customer, period, number of orders and contract number.

Banners. A red banner "Returned to operations by ..." shows the reason when finance sent the settlement back. An amber banner "Requires ..." appears if the settlement needs more approval authority than the person currently acting has. Approving then will be refused and recorded; this is the approval limit working, not a fault.

Charge lines. A table of ORDER, DESCRIPTION, REFERENCE, QTY, RATE and AMOUNT. A line you added by hand is tagged ADDED with its reason. A line whose amount was changed shows the original amount and who changed it, so anyone checking can see what it was before. Totals show Subtotal (excl. VAT), VAT where it applies, and Total due.

Editing (only while the settlement can still be edited).

  • Select an amount to change it, type the new value and press Enter (press Esc to cancel).
  • Select + Add charge line, describe the charge, enter an amount, choose a reason from the list and select Add charge line.

Once a settlement is approved the editing controls disappear. An approved settlement is corrected with a credit note, not by editing.

Invoice. After approval, an INVOICE block shows the invoice number, the ERP posting state, the e-invoicing (ZATCA) state for Saudi customers and when it was emailed. Buttons: Invoice PDF, e-invoice XML (Saudi customers) and Send to customer (until it has been emailed).

Email is not live yet

Send to customer records the invoice as sent, but the platform's email sending is still a placeholder, so nothing is actually delivered to the customer yet. Send the PDF to the customer yourself until email sending is switched on.

AUDIT TRAIL. Every step: who did it, their authority, when, and a short explanation. Action chips include created, submitted, line edited, line added, escalated, approved, posted, emailed and rejected.

Footer buttons.

  • Submit for approval – on a Draft or Returned settlement; sends it to finance.
  • Approve, invoice & post and Reject & return – on a settlement that is with finance. Reject & return asks you to type why it is being returned, then Return.
  • Preview PDF – opens the settlement as a PDF.
  • On the right, "Acting as" shows the name and approval authority the system is using for you.

Approving creates the invoice and posts it to your accounting system in one step.

Tips

  • An order shows "not priced". No contract price was recorded for it. Add or fix the rate in Contracts and rates; it cannot be settled until it has one.
  • Approve was refused. The settlement is above the approval limit of the person acting. A refused attempt is logged as an escalation.
  • Create settlement made one settlement for a whole range of dates. That is intended: one settlement per customer per period.
  • I cannot edit a charge. The settlement has already been approved or invoiced. Charges can be changed until approval, including while it is with finance.