How to post payments to your CMS

For Plato. Takes about five minutes the first time. Nothing is recorded until you approve the preview.

Before you start: run your normal check first. The Record payments in CMS... button only works when every test on the check passes.

Step by step

Open the recording window

After a clean check, click Record payments in CMS...

Fill in the details

Type your CMS database name, the TPA's name as Plato shows it, the payment mode your clinic uses for that TPA, and the payment reference from the bank. Paste the API key. It is never saved.

Example values shown. Use your own.

Try one invoice first (recommended)

The first time, type a single invoice number in Only these invoices and carry it through steps 4 and 5. Open that invoice in Plato to confirm the payment looks right, then repeat with the rest. Several numbers can be separated by commas.

Preview

Click Preview and read the list. Invoices that do not match what Plato says is owed are not recorded. They are listed so you can sort them out by hand.

Invoice	Net to record	Result
INV-1001	$120.00	Will record
INV-1002	$85.50	Will record
INV-1003	$60.00	Does not match CMS

Example figures only.

Approve and record

Click Copy code. It fills the approval code box for you. Then click Record payments now. The program rechecks every invoice and reads each one back from Plato afterwards.

Good to know

Running it twice is safe. Repeating a post does not create duplicate payments.
Admin fee. It can be recorded at the same time. The payment is booked as what the bank receives (claimable minus fee), and the fee as a second entry under the payment mode Charges. Untick the box if you book the fee another way.
Not on Plato? Use View payments list and Copy list to paste into Excel, or open payments_for_manual_entry.csv.

Setting up the API key in Plato

Do this once. The key lets TPA Checker read what is outstanding and record payments, and nothing else. It cannot void or delete. You need a Plato login that can open System Setup.

Click System Setup on the left bar, then General Settings.
Click the API tab, then Generate API Key.
Give the key a name, for example TPA Checker, and choose Selected endpoints (not Full access).
Tick these three, and nothing else:
- POST /{db}/invoice/payment
- POST /{db}/invoice/payment/batch
- GET /{db}/reports/outstanding
Tip: type part of the name in the search box to find each one quickly.
Click Save. The key now appears in a list showing "3 endpoints".
Click Copy beside the key and paste it into the API key box in TPA Checker.

The key is shown as Bearer followed by a long code. Paste it exactly as copied. Treat it like a password: never email it or put it on a shared drive.

If something looks wrong

"Record payments in CMS" is greyed out

One of the tests on the check did not pass. Fix that first, or use the payments list to enter them by hand.

An invoice was listed as not matching

Plato's outstanding amount differs from what the TPA paid. It is not recorded. Check the invoice in Plato, then post it by hand or run the preview again once it is corrected.

The key was rejected

Check it was pasted whole, with no spaces at either end, and that it belongs to the same Plato database name you typed. Also check that all three endpoints are ticked.

Questions: [email protected] · Security sheet