Receive Payment Directly from a Billing

Overview 

Customer Payments can be received directly from a specific Billing or from multiple Billings. Payments can be received for the following Payment Types:

• Check
• Payment Method – this includes credit cards and ACH bank accounts  
• Other - such as, cash or any other form of payment

If you select Payment Method as the Payment Type, a Payment Method must be set up on the related Account record using the specific Payment Processor. For more information, refer to AR Automation and/or Payment Processing using Stripe information in our Knowledge Base.

Create a Billing

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Open the Customer Account and from the Related tab, scroll to the Billings related list. Then, select the Billing for which you will receive a payment.
4. Click Receive Payment. The Receive Payment intermediate screen displays.
   
   Note: Click here to view the above image in full screen. 
   
   
5. Click the Payment Type drop-down list to select one of the following:
   Note: If you added a custom option (for example Bitcoin) to the Payment Type drop-down list, it displays and can be selected. The same fields that display for the Check and Other options will be available for the custom option. The selected custom option will also display in the Payment Type field on the related Cash Receipt.
   
   1. Check – if this Payment Type is selected, the following required fields display:
      
      1. Date - today's date will display in the Date field. Click the Calendar icon to modify the date, if necessary.
      2. Payment Reference - enter the appropriate Payment Reference number. 

   2. Payment Method – as mentioned above, an account with Stripe must first be set up. Additionally, a credit card or ACH banking information must be on file for the customer. If this Payment Type is selected, the following fields display:

      1. Payment Processor – displays a drop-down list of Payment Processors that are linked to the customer who has an active credit card(s) or ACH bank account(s). This determines the value(s) that will display in the next drop-down list, which is the Payment Method.

      2. Payment Method – this is a required field, which defaults the drop-down list to the Payment Method that is set as the “Default” on the Customer Account record. All active Payment Methods in Salesforce or those that are on the selected Payment Process will display in this drop-down list. When you click the Receive Payment button below in this screen, the selected Payment Method will be charged.
         
         When Cardknox is your Payment Processor, and you include Convenience Fees, if the Payment Method is a credit card or an ACH payment, the Convenience Fees amount will automatically calculate based upon the Payment Processor setup. The Total Payment Amount is equal to the Amount + Convenience Fess. Additionally, there is an Include Convenience Fees toggle switch that can be clicked to disable if you do not want to include a Convenience Fee on this Billing.

   3. Other – such as cash or any other form of payment. If this Payment Type is selected, the following required fields display:

      1. Date - today’s date will display in the Date field. Click the Calendar icon to modify the date, if necessary.

      2. Payment Reference – enter the appropriate Payment Reference number.

6. The Ledger Name displays in the Ledger field. If you want to view or edit the displayed Ledger, mouseover the Ledger Name and click View or Edit.
   Note: If Multi-currency is enabled, the Currency field will display to the right of the Ledger field.
   
   The Sub-Total (sum of all Billing Lines), Sales Tax, Billing Total, and Early Payment Discount Amount (if entered on the Account record) display as read-only fields.
   
   
7. Add or modify any or all of the following:
   

   1. Discount/Adjustment Amount – if entered, this field will default to the amount in the Early Payment Discount field on the Account record. It can be modified, if necessary.

   2. Bank Account – select the drop-down list to change the default Bank Account.

8. Verify the Amount. The Amount can be modified to receive a partial amount, if necessary.
9. Update or enter the Accounting Information, as necessary.
   
   Note: Default fields in this section include: GL Account Variables 1-4, a Product, a Project/Project Task. However, additional fields (including custom fields, such as a Custom Date field) can be included here by adding those fields to the “Receive Payment from a Billing Record” field set on the Cash Receipt object. For information about editing a field set, refer to the Edit a Field Set article. Adding additional fields to this field set to display in the Accounting Information section allows for more control over the fields that will be included on the Cash Receipt that will be created once the payment is received. Also, if you add a field to this field set that already displays at the top of the Receive Payment screen, it will not be duplicated in the Accounting Information section on this screen.
   
   Note: If you use the Cash Flow Category, add this field to the “Receive Payment from a Billing Record” field set so that it will display in the Accounting Information section. If the Cash Flow Category field is added, it will default to the value (Default Cash Receipt Category) that is set on the Enablements screen if the Enable Cash Flow Statement option is set to “On.”
   
   
10. Click Receive Payment. This will create a Cash Receipt and apply it to the Billing.

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Winter '25 Release

Release Notes and Schedule

• If you added a custom option (for example Bitcoin) to the Payment Type drop-down list, it displays and can be selected. The same fields that display for the Check and Other options will be available for the custom option. The selected custom option will also display in the Payment Type field on the related Cash Receipt.