# Manage Payable Items

Source: https://sites.veevavault.help/gr/sitevault/ctms/fin-payable-items/

**Who can complete this task?**
- Administrators and Site Staff with the Financial Management Extended Permission

While _billable items_ track revenue coming in from sponsors, _payable items_ are the inverse and track money going out (to third parties).

- When a study visit is marked as completed in SiteVault, the system checks the active Expense Plan for any associated expenses; if any are marked as _payable_, a payable item is automatically generated.
- One-time costs or expenses not tied to a specific visit, can still be tracked by manually creating items using the **+ Create Payable Item** button.

[![Payable Items](/gr/uploads/sitevault/images/help/sv-expenses-payable-items.png) ](/gr/uploads/sitevault/images/help/sv-expenses-payable-items.png)

## Tracking and Processing Payable Items

To resolve payable items, complete the following steps:

1. Access **Finance \> Budgets & Billing.**
2. Select a study.
3. Select **Payable Items.**
4. **Review** incurred payable items to verify that the service was performed and the amount is correct. 
  - **Mark as Paid** once the payment process has been initiated or payment was sent to the payee. Your site can determine the exact timing for this action.
  - **Mark as Void** if an item was generated in error (ex. if a lab test was cancelled or a participant was ineligible for a stipend due to a canceled visit). This removes the item from your active payable items without deleting the record, maintaining a clear audit trail.

## Edit Payable Items

To change item details (ex. Update Payee due to last-minute staff schedule change), complete the following steps:

1. Access **Finance \> Budgets & Billing.**
2. Select a study.
3. Select **Payable Items**.
4. Select the item to edit.
5. Select **Edit** from the Actions menu (…).
6. Make necessary changes.
7. Select **Save.**

## Create an Ad Hoc Payable Item

You can create an ad hoc payable item for expenses that are outside the scope of the Expense Plan.

1. Access **Finance \> Budgets & Billing.**
2. Select a study.
3. Select **Payable Items.**
4. Select **+ Create Payable Item**.
5. Complete the required and any optional fields.
6. Select **Save**.