How can ProPays be edited after approval?

Purpose

This article explains how to make changes to a ProPay after it has already been approved. Because approved ProPays affect worker pay and audit records, Protiv requires a controlled workflow to keep everything accurate and compliant.

When To Use This

Use this when:

• A ProPay was approved but needs corrections
• Bonus pool percentages were set incorrectly
• A route, crew setup, or budget needs adjustment
• You caught an issue before bonuses were paid

Before You Start

Before editing an approved ProPay:

• The ProPay must not have partial bonus payments
• You must have permission to approve and unapprove ProPays
• If the ProPay belongs to a Group ProPay, the entire group must be unapproved first
• Know that some settings cannot be changed once approved or paid

Step-by-Step Instructions

Step 1 — Unapprove the ProPay

Open the approved ProPay.

Click Unapprove.

What happens:

• Status changes from Approved → Active
• Existing (unpaid) bonus line items are reversed for recalculation
• Bonus statements are updated, not deleted

Note:
If the ProPay has partial bonus payments, it cannot be unapproved.

Step 2 — Edit the ProPay while Active

Once unapproved, editing becomes available.

You can update:

• Bonus pool percentages

  • Company

  • Manager

  • Crew

  • Crew Lead

• Route assignment
• Manual bonus pool flag
• Crew member exclusions
• Budget types and amounts

What you cannot change after approval:

• Overtime cost exclusions
• Burden cost exclusions

These settings are locked once a ProPay is approved or paid.

Step 3 — Re-approve the ProPay

After making changes, click Approve.

What happens:

• Status changes from Active → Approved
• Bonus calculations are re-run
• New bonus statements are generated using the updated data

Special Cases & Restrictions

Group ProPays

If an individual ProPay belongs to a Group ProPay:

• You cannot unapprove it on its own
• You must unapprove the entire Group ProPay first

Partial Payments

If any bonuses have already been paid:

• The ProPay cannot be unapproved
• You’ll see a Partial Bonus Paid indicator

At that point, corrections must be handled with separate adjustments, not ProPay edits.

Alternative Option: Use Bonuses & Deductions

If you need to adjust pay without changing ProPay calculations:

• Go to Bonuses → Line Items
• Add an additional bonus or deduction
• Associate it with the correct statement

This is useful for one-off adjustments that don’t require recalculating the ProPay itself.

Common Mistakes & How To Fix Them

• Trying to edit without unapproving
  Approved ProPays must be unapproved first.
• Attempting to change locked cost settings
  Overtime and burden exclusions can’t be changed after approval.
• Editing a ProPay inside a Group ProPay
  Unapprove the entire group before making changes.
• Trying to fix paid ProPays
  Once bonuses are paid, use bonuses or deductions instead.