# 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](/en/lr/71912/).

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      <p><strong>Note</strong>: Veeva Payments does not generate checks. All payments are generated by your Accounts Payable system.</p>
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## 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](/en/lr/71912/#payment-rules).
 * 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](/en/lr/71877/).
 * 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_](/en/lr/58941/#how_vault_creates_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_](/en/lr/58941/#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](/en/lr/43127/) 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](/en/lr/43127/#how_to_define_a_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_](/en/lr/33550/) 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](/en/lr/60672/#procedures) 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. 

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      <p><strong>Note</strong>: We recommend Admins restrict the <em>Procedure Definition</em> object section on the <em>Study</em> page layout to the base <em>Procedure Definition</em> object type.</p>
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### 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](/en/lr/43127/), 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](/en/lr/71912/) 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