Entering a Payment

Payments are entered for a customer account via the Add Payment window. When you enter a new payment on a customer account, the payment is posted immediately unless you choose to block the payment using the block payment check box in the Add Payment Window. This window also lets you add the payment transaction to a controlled batch, in which case the payment is not posted until the batch is closed.

Note
For Corporate accounts - When you run billing on a non-invoice responsible account, balances are not carried forward on that account. The balances are moved to that account’s invoice responsible “parent.” You cannot apply payments to a non-invoice responsible account.

To enter a payment on a customer account:

Open the customer account in the IDI Desktop Client window.
Click the Balances tab.
Click the Actions button and select New > Payment.
Enter the applicable information in the Add Payment form then.click Save.
This window may be opened from several locations. Depending on where the window is opened from, some of the fields may already be defined.

General

Customer Name - Name of the customer whose account this transaction is being applied to.
Account Number - Account number of the account where the transaction is being applied.
Invoice Number - Invoice number associated with the account where the transaction is being applied. The invoice number can be used to locate the customer account to apply the payment. Either the Invoice Number or the Account Number can be used to find the customer account. Note:Enter the appropriate number and press the Tab key. This populates the customer information.
Account Status - Current state of the account.
Billing Status - Billing or Not Billing.
Total Amount Due - Total amount due on this account.
Aging Group - Every customer is assigned to an Aging Group to determine how delinquent balances are aged (specific configuration of aging buckets, such as 0-30 days, 31-60 days and so on). Aging groups are defined in the Admin Console Data management and are assigned to customers when the customer is added in the IDI platform.

Balance Information:

Unbilled Usage	Dollar amount of usage overage for this account if it is a non-corporate account or a non-invoice responsible corporate account. If this account is an invoice responsible corporate account, the amount includes usage overage for its non-invoice responsible children.
Total Balance	Sum dollar amount of current and past balances and any posted payments and adjustments that have not yet been invoiced for this account.
Current Balance	Dollar amount of the current invoice for this account
Past Due Balance	Dollar amount past due for this account
Days Past Due	Number of days past due
1-29 Days	Dollar amount 1 - 29 days past due
30-59 Days	Dollar amount 30 - 59 days past due
60-89 Days	Dollar amount 60 - 89 days past due
90+ Days	Dollar amount 90 or more days past due
Write-Off Amount	Dollar amount that has been determined to be uncollectible

Amount - Enter the amount for this transaction.
Payment Date - Enter the date the payment was received. This defaults to the current date. You can change the date if necessary.
Payment Type - Select a payment type from the drop-down menu. Payment types are defined in the Admin Console Data Management.
Check Number - If the selected payment/adjustment type is Check, enter the check number here.
Description - Optional text field for entering pertinent information if applicable.

Payment Allocation

Use these fields to use the pre-configured payment allocation method and select the applicable invoice, or override this payment allocation method and allocate the payment as needed.

Apply to Invoice Number - To use the standard payment allocation scheme (as defined by the customer's assigned Accounts Receivable Group), check this box, then select the applicable invoice from the corresponding drop-down list. Note: If you entered the invoice number to find the customer account, this field is populated by the system. However, you can select a different invoice number from the list.
Override Allocation - To override the standard payment allocation scheme (as defined by the customer's assigned Accounts Receivable Group), check this box, then click Override. This displays the Payment Allocation Override form.

Payment Batches

Use these fields to add this payment transaction to a batch file.

Controlled Batch - Select the check box and enter the number of the Controlled Batch. Controlled Batches can be closed so that no new payments can be added to the batch.
Uncontrolled Batch - Select the check box and enter the number of the Uncontrolled Batch. Uncontrolled Batches are used for searching and reporting payments.
Note
This Uncontrolled Batch information is available ONLY when the Payment window is accessed using the following paths:
- Accounts Receivable > Batch Files >
- Payments Search Results > View
- Payments Search Results > New
- Customer record, Balances tab, posted payments list, right-click a payment > View Payment
- Customer record, Balances tab, Actions button > New > Payment

Blocking

Payments may be manually reviewed before they are posted to a customer’s account. A payment may be blocked if you suspect that a payment was entered incorrectly. Select the Block Payment check box to block this transaction. The transaction will not be posted until it is unblocked. Note: To unblock transactions you must have the appropriate permission.