Update content

app/posts/claim-funding-for-mentors/2024-09-30-managing-payments-in-support.md

@@ -86,9 +86,165 @@ The payment section is empty until we receive a response from the ESFA; there ar
 
 ![Screenshot showing the payments section empty state](payments--default.png 'Screenshot showing the payments section empty state')
 
+### List of claims
+
+If there are claims on the payments list, we show:
+
+- a list of claims
+- filters in a sidebar
+- a search
+- pagination
+
+Claims on the payments list have the initial status of ‘Information requested’.
+
+We show claims in date order, with the oldest showing first. The date is derived from when the school submitted the claim.
+
+Each item on the claims list includes:
+
+- claim reference
+- school name
+- accredited provider name
+- submitted date
+- total value of the claim
+- claim status - displayed as a tag
+
+![Claims list item](payments--claims-list-item.png "Claims list item")
+
+The claim reference and school name include a link to the individual claim details, allowing support users to view the claim details.
+
+#### Searching and filtering
+
+When a user searches or filters the list of claims, we return a list of claims matching the search and filters.
+
+Searching and filtering are independent of one another. If someone first searches for a claim and then applies filters, the filters act upon the subset of claims returned by the initial search.
+
+Similarly, if someone filters the list of claims, a subsequent search will only include the claims in the filtered list, not the complete list.
+
+Clearing a search will not clear the filters, and clearing the filters will not clear the search.
+
+### Filter sidebar
+
+The filter sidebar includes filters for:
+
+- claim status
+- accredited providers
+- schools
+
+#### Claim status
+
+We show a list of checkboxes containing the claim statuses relevant to payments:
+
+- information requested
+- information sent
+
+#### Accredited provider filter
+
+The accredited providers’ filter shows all accredited providers in the service.
+
+If there are more than 15 accredited providers, we create a scrollable region and use JavaScript to add a search box. Typing in the search box updates the list below with accredited providers matching the search term. If there are no matches, the list is empty.
+
+If JavaScript is unavailable, the accredited providers are still within the scrollable region, but we no longer show the search box.
+
+The scrollable region is indicated by a:
+
+- cut off mid-way through a checkbox
+- bottom border
+- custom styles to display a scrollbar
+
+The scroll area shows four and a half accredited providers to help users realise that other accredited providers are on the list. This smaller height lets users move to a filter below.
+
+If there are 15 accredited providers or fewer, we display the filter as a simple list of checkboxes.
+
+When a user selects an accredited provider and applies the filters, we display the remove filter tags under ‘selected filters’ at the top of the filter panel.
+
+#### Schools filter
+
+The schools’ filter only shows schools that have submitted claims.
+
+If there are more than 15 schools, we create a scrollable region and use JavaScript to add a search box. Typing in the search box updates the list below with schools matching the search term. If there are no matches, the list is empty.
+
+If JavaScript is unavailable, the schools remain within the scrollable region, but we no longer show the search box.
+
+The scrollable region is indicated by a:
+
+- cut off mid-way through a checkbox
+- bottom border
+- custom styles to display a scrollbar
+
+The scroll area shows four and a half schools to help users realise that other schools are on the list. This smaller height lets users move to a filter below.
+
+If there are 15 schools or fewer, we display the filter as a simple list of checkboxes.
+
+When a user selects a school and applies the filters, we display the remove filter tags under ‘selected filters’ at the top of the filter panel.
+
+### Claim search
+
+We include a search box above the list of claims. This search allows users to search for a specific claim by its reference number.
+
+Once a user has searched, a ‘Clear search’ link is provided below the search field, allowing users to reset the search back to the initial state. The initial state may be an entire list of claims or a sub-set if the user has previously filtered the list.
+
+Navigating to a claim or away from the list of claims clears the search term but not the filters. We consider the search to be complete.
+
+#### Single results
+
+We do not automatically send users to the claim details page after completing a search. If a user’s search finds a single claim, we show the user the list of claims containing it. This approach allows users to orient themselves or correct mistakes before viewing the claim.
+
+#### No results
+
+If the search does not return a result, we show a message depending on the search and filter terms:
+
+- There are no results for ‘search term’.
+- There are no results for ‘search term’ and the selected filter.
+- There are no results for ‘search term’ and the selected filters.
+- There are no results for the selected filter.
+- There are no results for the selected filters.
+
+#### Empty searches
+
+If a user does not enter a search term when submitting a search, we show a list of claims that match any filter criteria.
+
+### Pagination
+
+We include pagination below the list of claims. If the list contains more than 25 items, we show the standard [GOV.UK pagination component](https://design-system.service.gov.uk/components/pagination/).
+
+### Claim details
+
+On the claim details page, we show:
+
+- claim reference number
+- school name - including a link to the school details page
+- accredited provider
+- list of mentors
+- date the claim was submitted
+- user who submitted the claim
+- claim status
+- reason the claim was not paid
+
+We show possible actions below the page heading:
+
+- ‘Confirm information sent’ - if the status is ‘Information requested’
+- ‘Confirm claim paid’ - if the status is ‘Information sent’
+- ‘Reject claim’
+
+We also show summary lists outlining the:
+
+- hours of training for each mentor
+- grant funding calculations
+
+The hours of training summary list includes:
+
+- mentor name
+- mentor’s training hours
+
+The grant funding summary list includes:
+
+- total hours claimed
+- hourly rate
+- claim amount
+
 ### Sending claims to the ESFA
 
-![Send claims to the ESFA be paid flow diagram](payments--send-claims-to-esfa-flow.png)
+![Send claims to the ESFA be paid flow](payments--send-claims-to-esfa-flow.png)
 
 Once a school submits a claim, it enters a queue waiting for support to send to the ESFA for payment. We do not automatically submit claims to the ESFA. Support users can view these claims in the ‘All claims’ section or via an individual organisation’s claims page. These claims are in the ‘Submitted’ status.
 
@@ -116,11 +272,11 @@ If no claims are pending payment, we show a message:
 
 > You cannot send any claims to the ESFA because there are no claims pending payment.
 
-The only option is to cancel and return to the main payments screen.
+The only option is to cancel and return to the main payments list.
 
 ### Uploading payment responses from the ESFA
 
-![Upload ESFA response flow diagram](payments--upload-esfa-response-flow.png)
+![Upload ESFA response flow](payments--upload-esfa-response-flow.png)
 
 The upload process has 2 steps:
 
@@ -193,28 +349,34 @@ If no claims are waiting for a response from the ESFA, we show a message:
 
 The only option is to cancel and return to the main payments screen.
 
-### Responding to a request for information
+### Updating a claim
+
+Support users can update a claim by:
+
+- responding to a request for information
+- confirming we have paid the claim
+- rejecting the claim
+
+Before updating the status of the claim, we ask support users to confirm the change.
+
+#### Responding to a request for information
 
 For all claims marked as ‘Information requested,’ the ESFA will describe its needs. For example, the ESFA could need the school’s bank details because the information it holds is outdated.
 
 In this situation, a support user must contact the school for relevant information. This interaction is carried out off-service via Zendesk.
 
-#### Confirming information was sent
+##### Confirming information was sent
 
 Once a support user has sent the information to the ESFA, they mark the claim as ‘Information sent’ by selecting the ‘Confirm information sent’ button on the claim details within the payments section.
 
-### Confirming we have paid the claim
+#### Confirming we have paid the claim
 
 Support users can confirm that the ESFA paid a claim before they receive a new response file from the ESFA.
 
-Support users must confirm this action before updating the claim.
-
-### Rejecting a claim
+#### Rejecting a claim
 
 Support users can manually reject a claim if they have received information from the school or the ESFA has said they will not pay the claim.
 
-Support users must confirm this action before updating the claim.
-
 ## Further considerations
 
 We considered some changes that we did not implement. These included: