Account Payments are viewed in Account / Billing / Payments.
This screen allows you to view past payments, log/record payments made, process payments (if the system is setup to make payments through a payment gateway), reverse payments and delete logged payments.
Below you will find an overview of all panels and tabs on this screen followed by guides walking you through actions you can perform.
The Payments panel on the left of this screen allows you to select a payment so that you can view and edit payment details on the Edit Payment Panel to the right. In addition actions are available which are shown as icons on the left above the Filter text box. Available actions are detailed below.
Reverses the selected payment
Makes a payment through a payment gateway
Deletes a recorded payment (not applicable to payments made through a gateway)
Records an offline payment (does not go through a payment gateway)
Only successful payments will appear in this list, failed payments will not be displayed.
The Payments listing on the left of the screen shows the payments made to date on the account and if they have been issued to an invoice or not. Additional details are also presented here including the Payment ID number, Amount, Date and other payment details.
When you select a payment in the list additional payment details will be displayed on the Edit Payment panel to the right. These details are explained below.
The information on this panel reflects the currently selected payment. From here you can change view and change payment details (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).
Payment Fields and Options:
Amount: the amount of the payment
Payment Date: the date of the payment
Automatic Disbursement: determines if the payment will be disbursed to invoices automatically. When this setting is enabled the oldest invoice with a balance will be disbursed to first. If the payment exceeds the amount owed the remaining payment amount will remain undisbursed on the account until a new invoice with a balance owed is generated. This option will not be displayed if a payment has already been fully disbursed
Posting Date: the date the payment will be recognized in terms of reporting / financial period
Payment Type: the payment method (Credit Card, ACH, etc.). Additional details will be presented based on the payment type selected (e.g. Check Number, Card Type). This field will only be present for recorded payments
Payment Method: this field will appear when the payment was made through a payment gateway (vs. simply being recorded on the account). It will indicate the payment method used to make the payment (e.g. a payment method setup on the account or a payment method used for a one-time payment, such as an alternate credit card number which is not setup on the account as a payment method)
Detail: additional information that can be captured regarding the payment. This text can be shown on invoices if desired. It is recommended that the detail entered in this field be short and informative
Issued Invoice: (auto-populated): the invoice the payment was issued to (if any). This field will appear when viewing/editing a payment but not when adding a payment
Transaction Token: this field will be present for payments that were made through a payment gateway. This field indicates that the payment was processed by the gateway and stamped with an ID
Card Type: this field will be present when viewing a payment made through a payment gateway using a credit card payment type. It will indicate the card type used (Visa, Mastercard, etc.)
This tab displays any unpaid invoices on the account and the balance owed for each invoice. A payment can be partially or fully disbursed to one or more unpaid invoices from this tab, providing the 'Automatic Disbursement' setting has not been enabled.
This tab will indicate if an added payment has been disbursed to an invoice or invoices. From here you can also undo payment disbursements made to invoices.