To add a Payment on the Balances page:
Click NEW PAYMENT to display the Create Payment page.
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Enter the amount, payment date, payment type, and check number (optional).
As an option you may choose to add the payment to a controlled batch.
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Controlled batches are an alternative method for handling multiple payment transactions when you have more transactions than would be practical to handle individually, but not enough to require a batch file. You can create a controlled batch in Desktop Client - Accounts Receivable Management and add payment transactions as needed until you choose to close the batch and post the transactions to their respective accounts.
Check the Controlled Batch? This enables the Batch drop down.
Select the Batch Name.
Enter a description (optional).
Select Block Posting (optional), to block the payment.
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When you enter a Payment you have the option of blocking the Payment to prevent it from being posted immediately (for example, if you need to investigate an issue before allowing the Payment to go through). You may toggle the blocked status of a Payment as required.
Checking this box to change the Batch ID field from a text box to a drop down list of open Controlled Batches.
Note
Batch ID becomes a required field.
If the user enters a Batch ID into the Batch ID text box (controlled batch check box is not checked) the system determines if the ID entered is already assigned to a Controlled Batch in the system.
If the ID matches an open controlled batch then warning text is displayed "This Batch ID is already in use as a Controlled Batch. The payment will be added to this existing batch".
If the ID matches a closed controlled batch then error text is displayed "This Batch ID is already in use as a Controlled Batch which is closed to additional payments. Please enter another Batch ID". The user is unable to save the payment until while the ID for a closed controlled batch is entered.
To allocate the payment to one or more invoices and/or invoice categories:
Click the Override Payment Allocation button.
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Note
You’ll need to enter an Amount and Payment Type before you save the allocations.
This adds an Allocation Override tab to the Create Payment dialog so you can toggle between the Payment and Allocation views. A single allocation row is displayed by default. You can add/delete rows by clicking Add Allocation or an associated garbage can icon as needed.
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For each row, invoice selection is optional; however, you must select an invoice category and specify an amount. The total amount for all allocations must add up to the specified payment amount.
Note
Allocation is optional. If you choose not to allocate to a specific invoice or category the default method applies payments first to overdue balances according to the Invoice Category sequence as set up in the customer's Accounts Receivable Group Details. If the payment amount is more than the total of overdue balances, the remainder of the payment amount is allocated to the current balance.
See also:
More on Payments
Validation
Validation is performed when you save the Payment.
If the Amount entered exceeds the value specified by Data Profile > Payments > MAXAMOUNT, the field fails validation and the following message is displayed: This value exceeds the maximum allowed value of <MAXAMOUNT>.
Duplicate Payment Check
When you click Save the system checks to see if there are any non-reversed Payments, payment account transactions or Payments on orders in the system within 24 hours of the request payment.
If a record is found a pop-up is displayed with the message: A(n) <Description of closest transaction found> payment of <amount of closest transaction found> has already been scheduled on this account within 24 hours of this payment. Continue?
Processing
If the Payment is not marked as blocked or dated for the future when you click Save, the Create Payment pop-up is replaced with a pop-up with the text Posting Payment and a Stargate spinner.
The system checks every 2 seconds to confirm if the Payment has been posted. Once it detects that it has posted the pop-up closes and the page is refreshed.
If after 10 seconds the Payment has not posted then a message is added to the pop-up 'This is taking longer than usual. Click OK to return to Account Balances. Your Payment will continue to be processed by the system.
If the Payment that was created was marked as blocked or future dated then clicking Save closes the Create Payment pop-up, refreshes the grid and takes the user to the unposted tab.
Modifying Unposted Payments
An Edit button is displayed on the Payment Detail screen for an unposted Payment if the Payment did not originate from an E-Pay transaction or if it is not an allocation of a corporate account payment.
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Click EDIT to change any information as needed.
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Click SAVE. The following validation is performed:
If the Amount entered exceeds the value specified by Data Profile > Payments > MAXAMOUNT, the field fails validation and the message This value exceeds the maximum allowed value of <MAXAMOUNT>.
If all validation passes then the edits are saved and the Payment is modified. This returns you to the Payment Detail page which is refreshed.
