**Source URL:** https://clinical.veevavault.help/en/gr/58930/

# Configuring Payments

Veeva Payments allows you to track all clinical trial expenses within a single application, including payable items for clinical sites, ad hoc expenses, study budgets, and vendor payments to CROs and IRBs. This provides your organization with a complete picture of clinical trial expenses within your Vault.

You must complete these configuration steps before you can setup studies and payment components for payments.

**Note**: Veeva Payments does not generate checks. All payments are generated by your Accounts Payable system.

## Configuration Overview {#config-overview}

 * Update permission sets to grant users access to the [payments-related objects][3] and navigation tabs.
 * [Add the fee-related objects][4] to the **Study** or **Site** object page layouts.
 * [Add the **Generate Payable Items** action][12] to the **Study**, **Study Country**, **Study Site**, or **Fee Schedule** objects.
 * Optional: Add the **Update Holdback Item Based on Fee** user action to the **Study**, **Study Country**, or **Study Site** objects if you wish to use Holdbacks.
 * Optional: [Configure the Enable Automated Adjustments for Payments setting][19].
 * Optional: [Configure objects to track additional fees for study expenses][13].
 * Optional: Configure study budget tracking.
 * Optional: Add the **Approve and Update Related Fee Schedules** user action to applicable **Fee Schedule** lifecycle states, workflows, or as a bulk action.
 * Optional: Optional: Add the **Separate Payment Request** field to the **Study Organization** object page layout.

## Supporting Components {#components}

Veeva Payments relies on a set of objects that represent the design of different fees, along with a set of objects that support actual instances of fees. Adding Veeva Payments to your Vault enables the following objects and fields:

### Design Objects {#design-objects}

  * **Visit Definition:** Defines the types of subject visits that may occur over the course of a clinical trial, for example, _Screening_, _Baseline_, _Week 1_, _Week 2_, and _End of Study_ visits. This object is only available on CTMS Vaults.
  * **Procedure Definition**: Defines the different types of procedures subjects may complete over the course of a clinical trial, for example, a biopsy or a CT scan.
  * **Site Fee Definition**: Sites are reimbursed for site-related items, such as IRB approval, equipment storage, and administrative activities.
  * **Fee Schedule Templates**: _Fee Schedule Templates_ allow you to pre-define commonly used _Fees_ available for use at multiple sites. _Fee Schedule Templates_ are created and managed at the _Study_ or _Study Country_ level. Once approved, _Fee Schedule Templates_ allow for easily populating a _Fee Schedule_ with the appropriate fee set for a study.
  * **Fee Templates**: _Fee Templates_ allow you to specify the _Visits_, _Procedures_, and _Site Fees_ that will be used in the _Study_ or _Study Country_. They can include details such as the expected amount and valid statuses for payment.
  * **Payees**: Organizations from the Global Directory must be associated with the _Study_ and _Study Site_ to be eligible to receive _Payment Requests_ in Vault.

### Fee-Related Objects {#fee-objects}

  * **Subject Visit**: Stores instances of _Subject Visits_, for example, _Screening_, _Baseline_, and _Week 1_. This object is only available on CTMS Vaults.
  * **Procedure**: Stores instances of _Procedures_ for a _Subject_.
  * **Site Fee**: Stores instances of _Site Fees_ for a _Site_, such as IRB approval, equipment storage, and administrative activities.
  * **Fee Schedule**: Stores a collection of _Fees_ negotiated with a _Site_, along with start and end dates for the duration of the contract.
  * **Fee**: _Fees_ are associated with a site's _Fee Schedule_. _Fees_ can be one of three types: _Visit_, _Procedure_, and _Site Fee_. A _Fee_ defines what a site should be reimbursed for and the amount.
  * **Payable Item**: Stores instances of _Payable Items_. Vault generates _Payable Items_ when a _Subject Visit_, _Procedure_, or _Site Fee_ is updated to a status defined on the related _Fee_ record.
  * **Payment Request**: Stores _Payment Requests_. Users can associate a collection of _Payable Items_ marked to _Pay_ with a single _Payment Request_ record and select information such as _Payee_, _Payee Location, Check Number_, and _Check Dates_.
  * **Payment Request Detail**: Simple join object that stores the relationship of _Payable Items_ to the _Payment Request_.

## Configuring the Generate Payable Items Action {#configuring-the-generate-payable-items-action}

The _**Generate Payable Items**_ action gives users the ability to manually generate payable items. In addition, if you have enabled automated payment adjustments, the action evaluates and adjusts _Payable Items_. It can be applied to _Study_, _Study Country_, _Study Site_, and _Fee Schedule_ objects as a user action or as a system action within a workflow.

To add the _Generate Payable Items_ action to the _Study_, _Study Country_, _Study Site_, or _Fee Schedule_ object:

  1. Navigate to **Admin > Configuration > Objects > [Object] > Actions > Create.**
  2. Select **Generate Payable Items** from the **Select Action** picklist.
  3. Click **Continue**.
  4. Optional: Modify the details of the action.
  5. Click **Save**.
  6. Navigate to **Configuration > Object Lifecycles > [Object Lifecycle].**
  7. Click on the object lifecycle state that requires the _Generate Payable Items_ user action.
  8. Click **Edit** in the _User Actions_ section.
  9. Click **Create Rule** and define the user action to Generate Payable Items.
  10. Click **Save**.
  11. Optional: Apply the Generate Payable Items user action to additional object lifecycle states.

To add the _Generate Payable Items_ action to a workflow:

  1. Navigate to **Admin > Configuration > Object Workflows > [Object Workflow]**.
  2. Configure the _Workflow Steps_ to include the _Generate Payable Items_ system action as needed.

## Configuring Enable Automated Adjustments for Payments {#automated-payment-adjustments}

If you wish to use Vault's automated payment adjustment capabilities, you must enable the _Automated Adjustments for Payments_ setting. If you set _Enable Automated Adjustments for Payments_ to True, Vault automatically adjusts _Payable Items_ when changes are made to _Payable Activities_ and when you run the _Generate Payable Items_ action. If you set _Enable Automated Adjustments for Payments_ to False, Vault does not automatically adjust _Payable Items_ when changes are made to _Payable Activities_ or when you run the _Generate Payable Items_ action.

You can change the _Enable Automated Adjustments for Payments_ setting by navigating to **Admin > Settings > Application Settings**.

## Configuring Additional Fees for Study Expenses {#study-expenses}

We recommend that you complete the following steps to allow users to create and track _Additional Fees_ for Study Expenses:

  * Add the _Additional Fees_ type of _Payable Items_ object to the _Payments_ tab.
  * Add a _Payable Items_ related object section to the _Organization_, _Study_, and _Study Country_ page layouts.
  * Add a _Payment Requests_ related object section to _Study Site_, _Organization_, _Study_, and _Study Country_ page layouts.

## Configuring Procedures
_Procedure_ records allow you to track the procedures performed on a _Subject_ during a _Subject Visit_. To use _Procedures_ on a _Subject_ or _Subject Visit_ object, ensure that _Procedures_ are visible on the object page layout.

If your Vault utilizes the Clinical Operations-EDC Connection, you can configure your Vault to receive updates made to _Procedure_ records in a connected EDC Vault. For Vault to transfer _Procedures_, the _Names_ of the _Procedure Definitions_ must be identical in both Vaults. See Configuring the Clinical Operations-EDC Connection for details.

### Configuring Procedure Definitions
Users can create base type or _Global Procedure Definition_ type _Procedure Definition_ object records. To create _Global Procedure Definitions_, an Admin must enable the _Global Procedure Definition_ object type by navigating to **Admin \> Configuration \> Objects \> Procedure Definition \> Object Type \> Global Procedure Definition** and changing the **Status** field to **Active**.

Once you activate the _Global Procedure Definition_ object type, review the permissions to ensure the correct users can access the _Global Procedure Definition_ and _Procedure Definition_ objects. 

**Note**: We recommend Admins restrict the _Procedure Definition_ object section on the _Study_ page layout to the base _Procedure Definition_ object type.

### Configuring Procedure Templates
Vault uses _Procedure Templates_ to populate _Procedure Definition_ records on a _Study_ when a user runs the _Populate Procedure Definition_ user action. _Procedure Templates_ must be in the lifecycle state corresponding to the _Template Copy Eligible_ state type to display as a source option when a user runs the _Populate Procedure Definition_ user action. Admins should ensure appropriate permissions are granted for users managing _Procedure Templates_.

### Enabling the *Populate Procedure Definition* User Action
The _Populate Procedure Definition_ user action allows users to create _Procedure Definition_ record copies for a _Study_. For users to access the user action, an Admin must configure the **Populate Procedure Definition** user action on the **Study** object or the appropriate **Study** lifecycle states.

## Setting Up Studies for Payments
Study managers must complete additional setup steps before Veeva Payments can manage expenses, budgets, and payment requests. See Setting Up Studies for Veeva Payments for more details.

## Related Permissions

The following permissions control your ability to configure Veeva Payments:

| Type | Permission Label | Controls |
| --- | --- | --- |
| Security Profile | Admin: Objects: Edit | Ability to edit object details and page layouts. |
| Security Profile | Admin: Object Lifecycles: Edit | Ability to configure object lifecycles. |
| Security Profile | Admin: Object Workflows: Edit | Ability to configure object workflows. |
| Security Profile | Admin: Permission Sets: Read, Create, Edit, Delete | Ability to configure _Permission Sets_. |

 [1]: #config-overview
 [3]: #components
 [4]: #fee-objects
 [5]: #visit-and-study-arms
 [6]: #procedure
 [7]: #site-fees
 [9]: #fee-schedule
 [10]: #fees
 [11]: #fee-schedule-templates
 [12]: #configuring-the-generate-payable-items-action
 [13]: #study-expenses
 [17]: #status
 [18]: #payment-rules
 [19]: #automated-payment-adjustments
 [20]: #design-objects