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Payments

A payment contains the information needed for a customer to pay one-time and subscription charges.

How Do You Access Payments?

The Payments tab shows recent manual payments made by the customer and can be used to accept additional manual payments. You can choose to automatically apply the payment to the latest open invoice or to manually apply the payment to one or more open invoices.

What Happens After You Accept a Payment?

Various actions can be performed on the payments, including refunds. You can change a payment at any time to reallocate the payment or cancel the payment altogether. When you reallocate a payment it removes it from one invoice and associates it with another invoice on the same Account. If you need to split a payment, first cancel the existing payment and then manually enter the new payment(s) on the Account.

Creating a Payment

You can create and post a payment for a billing account through the Account Billing app.

Note: You can't post a transaction to a billing account under the following conditions:
  • If the bill cycle associated with the account is running or is locked because it needs approval
  • If the payment date on a payment transaction is backdated into a closed bill cycle period
To resolve these issues while posting a transaction, approve and complete the bill cycle run or cancel the bill cycle run. Additionally, ensure that the payment date on a payment transaction is set to an open bill cycle period.

To create and post a payment, do the following:

  1. From the Account Action menu, click Create Payment.

  1. In the Create Payment window that opens, enter the payment information. The information required changes according to the payment method selected. If the payment address is different than the billing address, enter it here. Otherwise, click the box for Same as Billing.

Cash Cash payment requires the date.
Credit Card Credit card or debit card payment requires the following information:
  • Card Type - Required. Click in the box to show the drop down menu and select the type of credit card.
  • Holder Name - Required. The name of the card holder as it appears on the credit card.
  • Credit Card # - Required. The credit card account number as it appears on the credit card.
  • CVV - Required. The validation number from the card.
  • Expiration - Required. The date of expiration as it appears on the front of the card.
  • Account # - Required. The customer's account number.
Bank Draft Enter the following information:
  • Bank Name - Required. The name of the bank.
  • Routing # - Required. The 9-digit routing number (normally found on the bottom of a check, in the left corner).
  • Account Type - Required. Click in the box to show the drop down menu and select the type of account: either savings or checking.
  • Account # - Required. The customer's account number.
Check Enter the following information:
  • Check # - Required. The check number, normally located in the upper right corner or the check.
  • Routing # - The bank routing number, normally located on the bottom of the check in the left corner.
  • Account # - The bank account number from which the check is drawn.
  • Name - The name of the customer.
Mobile Carrier
  • MSISDN - Required. The telephone number to the customer's mobile phone.
  • Mobile Carrier - Required. The name of mobile network carrier associated with this mobile number.
PayPal Enter the Pre Approval Key that you received from PayPal.
  1. Click the Use Billing Address check box to use the Billing Address associated with this account or enter new Billing Address information.
  2. In the Payment Application section of the Create Payment window, select an invoice to apply the payment to.
  3. Click Submit. The payment is recorded in the Payments pane and is posted to the billing account.

Applying a Payment

Occasionally you might have to manually apply a payment to an invoice. For example, if you reverse a payment application it will be necessary to manually apply the outstanding amount to an invoice. The following table shows the effects of applying a payment to an invoice.

Payment Methods Supported

Cash
Check
Credit Card
Wire Transfer
Pay w/ PayPal
Custom

Payment Action Applies a Payment automatically to the oldest open invoice or manually to the selected invoices.
Payment Status Sets the payment status to Completed.
Account Balance Applies the funds to reduce the Account Balance.
Invoice Balance Reduces the invoice amount by the applied payment amount.
Customer Funds Funds are received from the customer.

To apply a payment, do the following:

  1. From the Payment tab, click the ellipsis in the Actions column for the payment you want to apply to an invoice.
  2. Select Payment Application.

  1. The Payment Application window is shown with all the open invoices available to which to apply the payment.

The payment is applied to all the invoices that are selected. Deselect those to which you do not want to apply payment. If you do not want to apply the payment to any invoices at this time, you can allocate the payment at a later time.

If the payment is less than the total of all invoices, the funds are allocated to the oldest invoice first. You can still choose which one to pay. If the payment is more than all the open invoices, they are all paid and the remaining unallocated amount will be shown.

  1. When all the information has been entered, click Apply. The payment is applied to the invoice or invoices you selected.

Canceling a Payment

Occasionally it might be necessary to cancel a payment. The following table shows the effects of canceling a payment.

Payment Methods Supported

Cash
Check
Credit Card
Wire Transfer
Pay w/ PayPal
Custom

Payment Action Removes any payment allocations from invoices and account balances.
Payment Status Sets the payment status to Canceled.
Account Balance Returns the charges to the account balance.
Invoice Balance Increases the invoice amount by the Canceled amount.
Customer Funds Funds are not returned to the customer.

Note: Cancel is not an option when a bank draft payment is in Pending status. Only Reverse, Reallocate and Void are options.

To cancel a payment, do the following:

  1. From the Payment details page, find and then click the payment you want to cancel. The Payment Details page is displayed. Select the ellipsis from the Payment drop-down menu.
  2. From the Payment Actions menu, select Cancel .

  1. In the Confirmation window that opens, enter the requested payment cancellation information. Fields marked with an asterisk (*) are required.
  1. Click Yes to cancel the payment. The funds are returned to the customer.

Canceling an Unapplied Amount

You can cancel a transaction that has not yet been applied to an invoice. The following table shows how canceling an unapplied amount affects the customer and their account.

Payment Methods Supported

Cash
Check
Credit Card
Wire Transfer
Pay w/ PayPal
Custom

Payment Action Removes any payment amount that is not associated with an invoice.
Payment Status Sets the payment status to Completed.
Account Balance Returns the funds to the account balance.
Invoice Balance Does not reduce by the unapplied amount since it was not associated with an invoice.
Customer Funds Funds are not returned to the customer.

To cancel an unapplied amount, do the following:

  1. From the Payment tab, click the ellipses in the Actions column for the payment you want cancel.

  1. In the Confirmation window that opens, enter the requested information. Fields marked with an asterisk (*) are required.
  1. Click Yes. The unapplied amount is canceled.

Reallocating a Payment

Reallocating the payment moves the payment from one invoice to another invoice. A payment can be allocated among one or more invoices. The following table shows what happens when you reallocate a payment.

Payment Methods Supported

Cash
Check
Credit Card
Wire Transfer
Pay w/ PayPal
Custom
Bank Transfer

Payment Action If all or a portion of this payment has been allocated to an invoice, only the allocated amount can be reallocated.
Payment Status Sets the payment status to Completed.
Account Balance Does not affect the account balance.
Invoice Balance Reallocated amount is removed from the original invoice(s) and allocated to one or more invoices.
Customer Funds Funds are not returned to the customer.

To reallocate a payment, do the following:

  1. From the Payment Action menu, select Reallocate.

  1. In the Reallocate Payment window that opens, enter the requested information. Fields marked with an asterisk (*) are required.

  1. Choose an invoice to reallocate the payment.
  2. Click Reallocate to reallocate the payment.

Refunding a Payment

If the payment was made with a credit card, you can refund the payment to the customer. A refund results in a payment gateway transaction to return the funds to the customer. The billing account balance is adjusted by the amount of the refund. The following table shows what happens when you refund a payment.

Payment Methods Supported

Credit Card

Payment Action

Triggers a transaction to return funds to the customer. Does not remove any allocations of the payment from the invoice.

Note: A separate Cancel action is required to remove payment allocations.

Payment Status Sets the payment status to Completed.
Account Balance Returns the charges to the account balance.
Invoice Balance Does not affect the invoice balance. A corresponding Cancel action must occur to affect any invoices.
Customer Funds Funds are returned to the customer’s credit card through a payment gateway transaction.

To refund a payment, do the following:

  1. From the Payment tab, click the ellipses in the Actions column for the payment you want to refund.
  2. Click Refund from the Payment Actions menu.

  1. In the Confirmation window that opens, enter the requested refund information.
  2. Click Yes. The payment is refunded to the customer.
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