Making a one-time payment transfers money from the customer's credit card or bank account.
There may be a time when you will be asked to charge a one-time payment to a customer’s account. For instance, a customer may request to pay their invoice using a credit card for this month only. Or, the customer may wish to make part of their invoice payment using a credit card, and the other part by check. Instead of changing the account information, only to have to change it back again at the end of the month, you can charge a one-time payment to another account.
Note
You cannot apply one-time charges to a non-invoice responsible customer or accounts that are deactivated.
To charge a one-time payment:
From the customer's E-Pay Accounts list, right-click on the account the customer would like to use for the payment.
Select Make One Time Payment from the shortcut menu. If the customer has an active recurring account, a message box is displayed.
Click Yes to charge the one-time payment to this account. This displays the Charge Account window.
Enter the information to apply the charge as described below:
Account Number
Credit card or bank account number that is to be charged.
Amount
Dollar amount of the one-time charge.
CVV2
Credit card security code. Used only with credit card or debit card payments.
Process Date
Date the one-time charge is set to be processed.
Description
Reason for the one-time charge (Monthly Invoice Charge, Partial Payment, Deposit, or Final Payment).
Offset Adjustment
Checked: A corresponding credit is made to the customer’s balance to account for the charge.
Unchecked: A corresponding credit is not made to the balance. If one is needed, it must be done manually.
Charges (such as payments) generally do not need a corresponding credit issued since the verification file from the credit card processing company handles that part of the process. You may want to issue an offsetting credit in the case of a returned check for which a fee is charged.
Adjustment Type
If the Offset Adjustment is selected, you must select the appropriate Adjustment Type.
Process Immediately
If the Process Immediately check box is selected, the charge to the credit card is sent to the credit card processing company with the response returning in real-time.
If the check box is not selected, the charge is added to the batch process which is sent at its scheduled time.
Note
This check box does not apply to LEC accounts.
Click Submit. This displays a confirmation box.
Click Yes to submit the one-time charge.
The one-time charge is put into the transaction table to wait to be processed (or is processed immediately).
If it is a real-time transaction, you receive the approval notification from the credit card processing company.
Note
If there is a recurring E-pay account and the customer wishes to override that with a one-time charge, then the start date of the recurring account needs to be modified to starting after the bill period the one-time charge will be calculated in.