Payments

A payment is a transaction posted to a customer’s billing account that reduces the total amount owed by the customer.

A payment transaction can be created directly from a billing account. A payment can be data entry only, like when moving a payment between billing accounts, or initiating an exchange of funds through a payment gateway, like PayPal.

Many payment transactions are created through the Payment Matching application or when an auto-payment is processed.

  • Payment Matching—Payment transactions are created using bank files and applied to open invoices when a matching open invoice is found.
  • Auto-Payment—Payment transactions are created and funds exchanged through a payment gateway for any open invoices on a billing account with a designated auto-payment payment method. Auto-payments are initiated for undisputed, open invoices and scheduled payments included in a Payment Plan.

What Happens After a Payment is Created?

A Completed payment can be applied to open invoices if it was not already fully applied. Payments can be applied during the payment entry or payment matching process, reducing the need to apply your payments after they are created. You can reallocate the payment application to change the invoice(s) the payment applies to or reverse the payment application completely, leaving the payment open to be applied in the future.

A Completed payment can be partially or fully canceled and/or refunded by credit card or PayPal. Canceling a payment can be used to correct data entry errors or move payments.

Viewing Payment Information

You can view a list of payments for a specific billing account.

Note: To view all payments, regardless of billing account, select Payments from the left pane.

  1. Select Customer Billing from the Gotransverse action menu .
  2. Select the customer from the Customers list or search for a customer or billing account.
  3. Select the desired billing account.
  4. Select the Payment tab.

  1. View the Payments in the list.

    Click the Columns button and select or clear the needed check boxes to manage the columns that display in the list

    The Payments list may include the following columns: Payment Date, Payment (Payment ID), Status, Payment Method, Amount, Remaining, Refunded, Canceled, and Description.

Viewing Payment Details

To view details about a payment:

  1. Select Customer Billing from the Gotransverse action menu .
  2. Select the customer from the Customers list or search for a customer or billing account.
  3. Select the desired billing account.
  4. Select the Payments tab, then select the needed payment from the list.
  5. On the Payment detail page, view the following information.
    • Payment Information—Displays general information about the payment such as Payment ID, Status, Description, Payment Method, associated Account Number, Routing Number, Name, Reference, Check Number, Auth Code, Mobile Carrier, MSISDN, Bank Name, Reason, Type, Source Reference, and any custom field values configured on the payment method.

      Note: The set of fields available depends on the payment configuration.

    • Payment Summary—Displays information related to payment balance such as the overall payment Amount and Allocated amount, and Remaining, Canceled, and Refunded amount values.

    Detail tabs display the following additional information:

    • Application—Lists payment applications history including reallocations and reversals.
    • Refunds—Lists all refunds on the payment.
    • Orders—Lists the related order that required a payment when placed
    • History—Lists the history of payment changes.

Creating a Payment

You can create and post a payment for a billing account through the Customer Billing application.

You are unable to post a transaction to a billing account if the payment date is backdated into a closed bill cycle or if the payment gateway for certain payment methods, like PayPal or credit card, is not configured correctly.

To resolve these issues while posting a payment transaction, ensure:

  • The payment date on a payment transaction is set to an open bill cycle period.
  • A payment method with the same currency as the billing account is added to the gateway.

To create and post a payment:

  1. Select Customer Billing from the Gotransverse action menu .
  2. Select the customer from the Customers list or search for a customer or billing account.
  3. Select the desired billing account.
  4. Select the Payments tab, then select the needed payment from the list.
  5. Select Create Payment from the Account action menu.
  6. Enter the following payment information.
    • Mark for Settlements—Select to automatically authorize and settle the payment. This check box is selected by default. When submitted, the payment moves to Completed status. If Mark for Settlements is not selected, the payment is authorized but NOT settled. When submitted, the payment moves to Authorized status and the payment will need to be either settled to exchange funds or voided.
    • Amount—Enter the amount of payment. Alternatively, before entering the amount, you can select the invoices to pay in the Payment Application section and the Amount field will update to the total balance of the invoices selected.
    • Payment Method—Select the payment method.

      The payment method selected will determine the remaining fields available to complete the payment.

      Note: You can also add a Description to note additional information about the payment.

      Fields marked with an asterisk (*) are required.

  7. In the Payment Application section, select the invoice(s) to which you want to apply the payment, if there is an open invoice for this billing account.
  8. To save your payment, click Submit.

Managing Authorized Payments

Payments submitted using a credit card or PayPal Braintree payment method have the option to authorize a payment without automatically settling it by clearing the Mark for Settlement check box. This allows you to confirm and hold a customer’s funds without transferring the funds. The payment will have an Authorized status and needs an additional step to either transfer the funds by settling the authorized payment or voiding the authorization, removing the hold on funds in the customer’s bank account.

A payment gateway is a 3rd party responsible for securely communicating and initiating an exchange of funds between a merchant (your business) and customer bank accounts. When you initiate a payment, through a payment gateway, there are two stages before the payment is received:

  • Authorization—The payment gateway confirms there are enough funds in the cardholder’s account for the submitted payment and places a hold for the exact dollar amount. When a payment is authorized but not settled, the cardholder may see a pending transaction in their bank account, which will prevent them from spending the held money before the funds are exchanged.
  • Settlement—The payment gateway initiates an exchange of funds for authorized payments that are marked for settlement, releasing the hold and transferring the funds from the cardholder’s account to your account. Typically, the settlement occurs overnight on business days.

Settling an Authorized Payment

Settling a payment with an Authorized status means the payment gateway will include the payment in the overnight settlement and transfer the funds.

To settle the authorized payment:

  1. Navigate to the desired billing account, click the Payments tab and do one of the following:
    • Select the authorized payment from the list, then select Settle from the action menu on the Payment detail page.
    • Under Actions, click the ellipsis button, then select Settle.
  2. In the Settle Payment window, enter the following:
    • Settlement Reason*—Select the reason for settling the payment.
    • Amount*—Enter the payment amount for settlement. It can be equal to the originally authorized payment amount or less.
  3. To proceed with settling a payment, click Submit.

    The payment status moves to Completed.

Voiding an Authorized Payment

Voiding a payment with an Authorized status means the payment gateway will remove the hold on the customer’s funds and no funds will be transferred. Once voided, the payment cannot be re-authorized.

To void an authorized payment, navigate to the desired billing account, click the Payments tab and do one of the following:

  • Locate the authorized payment from the list. Under Actions, click the ellipsis button, then select Void Auth.
  • Select the authorized payment from the list, then select Void Auth from the action menu on the Payment detail page.

The payment status moves to Authorized Void upon successful voiding of the authorized payment.

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 remaining amount to an invoice. The following table describes the effects of applying a payment to an invoice.

Payment Methods Supported All
Payment Action Applies a payment automatically to the selected invoices.
Payment Status Payment status remains Completed.
Account Balance Account balance remains the same.
Invoice Balance Reduces the invoice amount by the applied payment amount.
Customer Funds No funds are exchanged.

To apply a payment, do the following:

  1. Navigate to the desired billing account, click the Payments tab, and select the needed payment from the list.
  2. From the Payment action menu, select Payment Application.
  1. In the Payment Application window, select the Application Date.
  2. In the Payment Application section, review the application information and enter the Payment Amount for each invoice up to the remaining balance.
  3. Change payment amount to $0 for invoices for 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.

    When 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, all invoices are paid and the remaining unallocated amount will be shown.

  4. After you have entered all required information, click Apply.

    You can see all applications associated with a given payment on the Application detail tab.

Reversing a Payment

You can unapply a payment by reversing the payment. This will remove all payment applications, leaving the payment unallocated on the account.

To reverse a payment application:

  1. Navigate to the desired billing account and click the Payments tab.
  2. Find the payment that you want to edit and under Actions, click the ellipsis button , and then select Reverse.
  3. In the Confirmation window, enter the following:
    • Reverse Reason*—Select the reason for reversing the payment.
    • Reverse Date—Select the date when the payment should be reversed.
    • Reverse Payment Note—Enter additional information about the payment reversal.
  4. To proceed with reversing the payment, click Yes.

Reallocating a Payment

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

Payment Methods Supported All
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 Payment status remains Completed.
Account Balance Account balance remains the same.
Invoice Balance Reallocated amount is removed from the original invoice(s) and allocated to one or more invoices.
Customer Funds No funds are exchanged.

To reallocate a payment:

  1. Navigate to the desired billing account and click the Payments tab.
  2. Find the payment that you want to edit and under Actions, click the ellipsis button , and then select Reallocate.
  3. In the Reallocate Payment window, enter the following:
    • Reallocate Reason*—Select the reason for reallocating the payment.
    • Reallocate Payment Note—Enter additional information about the payment reallocation.
    • In the Payment Application section, select the invoice(s) to which the payment should be reallocated.
    • Reallocate Date—Enter the date when the payment should be reallocated.
  4. To proceed with payment reallocation, click Reallocate.

The payment has been reallocated to the selected invoice.

Canceling a Payment

Canceling a payment allows you to reduce a payment amount partially or fully. This is useful when correcting data entry errors or when moving payments between accounts.

For example, if a payment of $500 is created on Account A and needs to pay two invoices, $300 on Account A and $200 on Account B, you could do 2 things.

  • Fully cancel the payment and enter two new payments on each account:
    • Cancel the full $500 payment on Account A to show $0.
    • Create a new $300 payment on Account A.
    • Create a new $200 payment on Account B.
  • Partially cancel the payment and enter one new payment on Account B.
    • Cancel $200 of the $500 payment on Account A to show $300.
    • Create a new $200 payment on Account B.

Canceling a payment will not return funds to a customer, it will simply remove the payment amount from the customer balance. You can cancel and refund a customer at the same time by starting the refund process.

A payment can be canceled for a partial amount up to the full amount. If the payment has had a portion canceled previously you can only cancel the remaining balance, as indicated by the Eligible Amount to Cancel field. If the payment to cancel is applied to invoices the payment application will be reversed, leaving the invoices as Open.

The following table describes how canceling a payment amount affects the customer and their billing account.

Payment Methods Supported

Cash
Check
Credit Card
Custom
Direct Debit
Pay w/ PayPal
SEPA Direct Debit EM
Wire Transfer

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

To cancel a payment:

  1. Navigate to the desired billing account and click the Payments tab.
  2. Find the payment you want to edit and under Actions, click the ellipsis button , and then select Cancel.
  3. In the Cancel Payment window, enter the following:
    • Cancel Amount*—Enter the amount to cancel up to the Eligible Amount to Cancel.
    • Cancel Reason*—Select the reason for canceling the payment.
    • Cancel Date—Select the date when the payment should be canceled.
    • Cancel Payment Note—Enter additional information about the payment cancellation.
  4. To proceed with canceling the payment, click Yes.

Refunding a Payment

If the payment was made with a credit card or PayPal, you can refund the payment to the customer. A refund results in a payment gateway transaction to return the funds to the customer and will be included in the next settlement. The billing account balance is adjusted by the amount of the refund. The following table describes what happens when you refund a payment.

Payment Methods Supported

Credit Card, PayPal

Payment Action

Triggers a transaction to return funds to the customer. Does not remove any allocations of the payment from the invoice. To remove payment allocations, select the Cancel Payment check box in the Refund payment window.

Payment Status Sets the payment status to Completed.
Account Balance Account balance is increased by the amount refunded.
Invoice Balance If the payment to refund is allocated to invoices then you must select Cancel Payment, which will remove the allocations. This will increase the invoice balance. If the payment is unallocated then the invoice balance is unaffected.
Customer Funds Funds are returned to the customer’s credit card or PayPal account through a payment gateway transaction.

To refund a payment:

  1. Navigate to the desired billing account and click the Payments tab.
  2. Find the payment you want to edit and under Actions, click the ellipsis button , and then select Refund.
  3. In the Refund Payment window, enter the following:
    • Refund Reason*—Select the reason for refunding the payment.
    • Amount*—Enter amount which should be refunded
    • Refund Payment Note*—Enter additional information about the payment refund.
    • Cancel Payment—Select to refund and cancel the payment at the same time. This cancels the payment amount and moves the payment to Canceled status.

      Note: Canceling a payment removes any allocations of this payment from invoices and the billing account balance.

  4. To proceed with refunding the payment, click Submit.