TAG LINE
TAG LINE
SMALL TITLE

Account Payments Screen

Last Updated: Mon Feb 07 2022

Account Payments are viewed in Account / Billing / Payments

Overview

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

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.

Actions

Icon

Description

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)

Payments List

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 Edit Payment Panel

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 during billing): 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.)

Unpaid Invoices tab

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.

Disbursements tab

This tab will indicate if an added payment has been disbursed to an invoice or invoices. From here you can also undo manual payment disbursements made to invoices.


Guides

Making a Payment

Note: The Make Payment action will process the payment through a payment gateway (i.e. apply a charge to a credit card or a debit to a bank account). If you do not wish to apply a payment to a credit card / bank account then you can use the (emoji) button to record a payment instead.

  1. Under the Payments heading on the left, click the(emoji) icon

  2. On the Select Payment modal that loads choose a payment method setup on the account or select the ‘One-Time Payment’ option to provide payment details that are not currently configured on the account

  3. For One-Time Payments specify the Payment Type and the details for that payment type (card number/ routing number, etc.)

  4. Enter the payment Amount, Posting Date and optionally the Detail to specify what the payment relates to

  5. Select the Automatic Disbursement option if you want the payment to be automatically applied to unpaid invoices on the account

  6. Click Pay Now to submit the payment to the payment gateway

If the payment is processed successfully through the gateway the payment will appear on the Payments list.


Recording Payments

Note: Recording a payment will not process the payment through a payment gateway (i.e. apply a charge to a credit card or a debit to a bank account). Recording a payment will only add the payment to the account.

  1. Under the Payments heading on the left, click the (emoji) icon

  2. Under the Add Payment heading on the right enter the payment details

  3. Once the payment details are populated you can click on the invoices on the Unpaid Invoices tab to select which invoices to apply the payment to (assuming the payment is not set to auto-disburse). After selecting an invoice enter the disbursement amount in the Disburse Amount field that appears. Any amount remaining to disburse will be shown at the bottom of the panel in the Amount left to disburse field

  4. Click Save


Reversing Payments

Note: Payment reversals will go through a payment gateway, provided a gateway is configured.

Note: Recorded (offline) payments which have not yet been issued to an invoice cannot be reversed, they can be deleted however.

Note: As of LogiSense Billing 10.3.0 partial reversals can now be performed on processed payments. Multiple reversals can be added, so long as the reversal amount does not exceed the unrefunded portion of the payment.

  1. Under the Payments heading on the left select the payment you wish to reverse

  2. Under the same Payments heading click the (emoji) icon

  3. On the Reverse Payment pop-up specify the:

    1. Reversal Date

    2. Reversal Posting Date

    3. The Amount of the reversal

    4. An optional Detail indicating what the reversal relates to

  4. Click Reverse

The reversal will now appear in the Payments list. If the refunded amount is greater than the undisbursed amount left on the payment then the disbursement applied to the most recent invoice will be undone. Payments configured for automatic disbursal in this scenario will re-apply the disbursement based on the payment amount remaining after the reversal.


Deleting Payments

Note: Reversals and payments which have been issued to an invoice cannot be deleted. Issued payments can be reversed however.

  1. Under the Payments heading on the left select the payment you wish to delete

  2. Under the same Payments heading click the (emoji) icon

  3. On the confirmation dialog that appears select Yes