Account Balance View

This view lists Payments, Adjustments, and new charges.

The Payment and Adjustment links in the far left column provide quick access to Payment or Adjustment details. The New Charge links provide quick access to the associated invoice.

For each row, hovering over the column second from the right displays an icon that lets you view settlement details for the Payment or Adjustment.

Also for each row, hovering over the far right column displays an icon that lets you view the invoice categories associated to the item.

From the Account balance view you can:

• Add a Payment

  (More)

  To add a Payment on the Balances page:

  1. Click NEW PAYMENT to display the Create Payment page.

     (Show picture)

     

  2. Enter the amount, payment date, payment type, and check number (optional).

  3. As an option you may choose to add the payment to a controlled batch.

     (More)

     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.

  4. Enter a description (optional).

  5. Select Block Posting (optional), to block the payment.

     (More)

     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.

  6. To allocate the payment to one or more invoices and/or invoice categories:  

     • Click the Override Payment Allocation button.

       (Show Picture)

       

       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.

       (Show Picture)

       

       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.

    (Show picture)

    

    • Click EDIT to change any information as needed.

      (Show picture)

      

    • 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.

• Add an Adjustment

  (More)

  Adjustments can be added to an account from the Account Balance form.

  (Show picture)

  

  Clicking NEW ADJUSTMENT opens the Create Adjustment form.

  (Show picture)

  

  • Total Amount Due is a read-only field.

  • Amount, Adjustment Date, and Adjustment Type are required.

    Note

    The drop down list for Adjustment Type is configured in Admin Console and includes an indicator of if the Adjustment Type is a credit or a debit.

  • You may also enter Reason (configured in Admin Console), Check Number, Batch Name, and Description.

  • Block Posting (defaults to unchecked). Check to prevent the Adjustment from being posted immediately (for example, if you need to investigate an issue before allowing the Adjustment to go through).

    Note

    You can use the Create Adjustments as Blocked setting (MANAGE > Settings > General) to have all adjustments created as blocked by default. When this setting is enabled, you still have the ability to toggle this check box on creating a new Adjustment.

    (More)

    When enabled, all adjustments created in Customer Care, including click-to-credit adjustments, will have Block Posting checked by default.

    This setting is off by default. It can be enable for all users, or for specific user groups.

    Selecting no user groups in the Applies To property applies this setting to all users (Everyone).

    Notes:

    • For user groups to work, user IDs between SaaS security and CostGuard Client need to by synched.

    • This does not control whether a user can check or uncheck the Block Posting property; that is based on permissions. The Block/Unblock Adjustments permission is required to change this property.

      

  • The Invoice and Invoice Category pull down menus let you select a specific invoice and/or invoice category to apply the adjustment.

    See also:

  • More on Adjustments

    Validation

    Validation is performed when you save the Adjustment.  

    If the Amount entered exceeds the value specified by Data Profile > Adjustments > MAXAMOUNT, the field fails validation and the following message is displayed: This value exceeds the maximum allowed value of <MAXAMOUNT>.

    Duplicate Adjustment Check

    When you save an Adjustment the system verifies if the Type selected is configured to not allow duplicate Adjustments (Allow Duplicates = false).

    If duplicates are not allowed the system checks to see if an Adjustment of the same type already exists on the account with the same amount and same transaction date.

    If a duplicate is found then a pop-up is displayed with the Title "Duplicate Adjustment Found". The message reads:

    "This adjustment cannot be created because an adjustment of the same type and amount already exists on this account for the specified date.

    The selected adjustment type does allow duplicates."

    Processing

    If the Adjustment is not marked as blocked or dated for the future, when you click Save the Create Adjustment pop-up is replaced with the Processing pop-up.

    If the Adjustment is not meant to process immediately they are returned to the Balances grid.

    Backdating Control

    Creating Payments and Adjustments can be governed by Backdating controls if this functionality is enabled.

    When you click SAVE on creating or editing a Payment or Adjustment the system checks the Enable Backdating Control setting in Desktop Client ->Applications->Accounts Receivable Management ->Backdating Controls if the date for the transaction is set to a date in the past.  

    If the setting is set to true and the date specified is a date that is closed to backdating then a pop-up message is displayed to indicate the selected month is closed to new transactions.

    A month is considered to be closed to backdating if the number of days configured in the Previous Month Will close... setting have elapsed since the last day of the previous month.

  • Modifying Unposted Adjustments

    Editing

    The EDIT button is displayed on the Adjustment Detail form for an unposted Adjustment if the Adjustment did not originate from an E-pay transaction or if it is not an allocation of a corporate account Adjustment.

    

    Clicking EDIT opens up the Edit Adjustment pop-up.

    

    Edit the available fields as needed. Validation is performed when you click SAVE.

    If the Amount entered exceeds the value specified by Data Profile->Adjustments->MAXAMOUNT, the field fails validation and the following message is displayed: This value exceeds the maximum allowed value of <MAXAMOUNT>.

    If all validation passes, the edits are saved, the Adjustment is modified, and you return to the Adjustment Detail page which is refreshed.

    Deleting

    A DELETE button is displayed on the Adjustment Detail form for an unposted Adjustment if the Adjustment did not originate from an E-pay transaction or is a corporate account allocation.

    Clicking DELETE displays a Confirmation pop-up: You have selected to delete this Adjustment . Continue?

    Blocking

    A BLOCK button is displayed on the Adjustment Detail form for an unposted, unblocked Adjustment if the Adjustment did not originate from an E-pay transaction or if it is not a corporate account Adjustment allocation.

    Clicking BLOCK displays a Confirmation pop-up: You have selected to block this Adjustment. Continue?

    Unblocking

    An UNBLOCK button is displayed on the Adjustment Detail form for an unposted, blocked Adjustment if the Adjustment did not originate from an E-pay transaction or if it is not a corporate account Adjustment allocation.

    Clicking UNBLOCKdisplays the OmniSearch page where you can search on an Account, Adjustment, Cart, Follow Up, Journal, Order, Payment, Service Address, or Workflow . displays a confirmation pop-up: You have selected to unblock this Adjustment. Continue?

• Reverse a Payment or Adjustment

  (More)

  1. Click the Payment or Adjustment link in the far left column on the Account Balances view.

     (Show Picture)

     

     This displays the Details page for the selected item.

     (Show picture)

     

     A REVERSE button is available as long as the following requirements have been met:

     • not a reversal

     • has been posted

     • has not been already reversed

     • did not originate from an E-Pay transaction (if payment)

     • is not a corporate allocation payment (if payment)

  2. Click REVERSE. A confirmation message is displayed.

     (Show picture)

     

     • A Reversed by <Payment ID> indicator is displayed on the detail page of Reversed Payments. Clicking the ID takes you to the detail page for that Payment.

     • A Reversal of <Payment ID> indicator is displayed on the detail page of Reversal Payments. Clicking the ID takes you to the detail page for that Payment.

       (Show picture)

       

       Validation is performed when you attempt to reverse the Payment. If the Amount of the Payment exceeds the value specified by Data Profile > Payments > MAXAMOUNT, a pop-up titled Cannot Reverse Payment is displayed.

       The pop-up contains the message: This payment cannot be reversed because the amount exceeds the maximum payment amount of <MAXAMOUNT> allowed by your profile.

• Move a Payment or Adjustment

  (More)

  1. Click the Payment or Adjustment link in the far left column on the Account Balances view.

     (Show Picture)

     

     This displays the Details page for the selected item. A MOVE button is available as long as it meets these requirements:

     (Show picture)

     

     • not a reversal

     • has been posted

     • has not been already reversed

     • did not originate from an E-Pay transaction

     • is not a corporate allocation child

  • Click MOVE to move an adjustment. The Move window is displayed.

    (Show picture)

    

  • Enter the account number or account name and click .

  • The results are listed. Select the link of the Account Number to move the account to, and click Save.

    (Show picture)