Receive Payments from Multiple Billings

Overview

Customer payments can be received directly from an individual Billing or from multiple Billings for batch payments. Billings that qualify for batch payments include those that have a positive amount, a Payment Method attached to the Account, and a Global Default Payment Processor selected in the Payment Settings screen.

Payment Method is the only supported Payment Type for multiple Billings, which includes payments through Cardknox or Stripe. Therefore, the Payment Type on all of the related Cash Receipts will be Payment Method. If you are receiving multiple payments that are not from either of these two Payment Providers, enter these as usual by first creating a Cash Receipt and then, applying it to the related Billings. Otherwise, use the Receive Payment button on each individual Billing.

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Receive Payments Data Grid

When the Customer Name, Ledger, and Currency are the same, the Billings will be aggregated into one row on the data grid. Otherwise, separate rows will display on the data grid. Additionally, ten rows of data per page will display on the data grid, and up to 200 payments can be batched at a time.

Credit Memos and Billings with a zero balance will not display for batch payments on the data grid.

For Cardknox, the Bank Account will default to the Merchant GL Account. The Merchant GL Account is a hyperlink, which can be clicked to access this GL Account number. For Stripe, you can click the x in the Bank Account field to delete the existing GL Account, then search for and select a different one, if necessary.

Note: With Cardknox as your Payment Processor, if you selected to include Convenience Fees, and the selected Payment Processor includes settings for these fees, the Convenience Fee amount will display in the Conv. Fees column.

The expand/collapse drawer functionality that is available in our Bank Direct Connect is also available in the data grid in this screen. You can click the arrow to expand/collapse the drawer on a single row or click the arrow at the top left on the data grid to expand/collapse the drawer on all of the rows at once.

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GL Variables that are associated with the Account record will automatically populate when you expand the drawer on the data grid. However, since a Billing may have more than one Billing Line with different Products and Projects/Project Tasks, these fields will not automatically populate from the Billing record. You can add/update any of the fields in the data grid.

Note: With Cardknox, if you selected to enable Convenience Fees, the Include Convenience Fees checkbox will default to selected in the expanded drawer (as in the sample screen above). If you do not want to include Convenience Fees on this row, de-select the checkbox.

The ability to delete a row from the data grid is available by clicking the Actions drop-down list and selecting Remove.

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Once Remove is clicked, the Confirm dialog box displays. Click Yes to confirm the row removal.

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When you click the Receive Payments button, the payments will process. The % (percent) processed will display on the screen. If you have up to 200 records to process, the system efficiently processes more than one record at a time, which reduces the time that it takes to complete.

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If all payments process successfully, a message displays to indicate the payments have been successfully processed.

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Process Error Messages

All of the Billings that are selected for batch payment must be associated with default payment methods that are either all in the Live Mode or all in the Test Mode. Otherwise, an error message displays to indicate that Billings have been selected, which are in both Test Mode and Live Mode.

Note: The Test Mode checkbox is on the Payment Processor screen. When this checkbox is selected, the Payment Processor is in Test Mode. Otherwise, it is in Live Mode.

If no qualified Billings are selected to receive payments, an error message will display. As mentioned above, Billings that qualify for batch payments include those that have a positive amount, a Payment Method attached to the Account, and a Global Default Payment Processor selected in the Payment Settings screen.

If there is a Billing Cash Receipt (BCR) error, a message will display to indicate that the BCR record was not created. Therefore, the Cash Receipt that was created will need to be manually applied to the Billing. The Cash Receipt number will display as a part of the error message. Additionally, in the data grid, there will be a View Record hyperlink, which you can click to access the related record.

If there is a Payment Activity error, a message will display to indicate that the Payment Activity and Billing Cash Receipt (BCR) records were not created. Therefore, the Cash Receipt that was created will need to be manually applied to the Billing. The Cash Receipt number will display as a part of the error message. Additionally, in the data grid, there will be a View Record hyperlink, which you can click to access the related record.

Note: Currently, a field set is not supported in the Receive Payments intermediate screen.

Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
Select a list view (other than the Recently Viewed list view).
Note: It is recommended to only receive payments against posted Billings, but payments can be received against any posting status.
Select the Billings for which you want to receive payment.
Click Receive Payments. The Receive Payment intermediate screen displays.

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1. Selected Billings that have the same Customer Name, Ledger and Currency will be aggregated on the data grid.
2. For Cardknox, the Bank Account will populate with the Merchant GL Account. The Merchant GL Account is a hyperlink, which can be clicked to access this GL Account.
3. For Stripe, the default Bank GL Account will display. A different Bank GL Account can be selected, if necessary.
4. If the Payment Method includes long names, the characters will be truncated to between 90-100 depending upon the text. You can hover over the Payment Method to view the Bank/Card type and the last four digits.
5. Click the arrow at the top left of the data grid to expand/collapse the drawer for all rows at once or click the arrow on an individual row to only expand/collapse the drawer for the selected row.
6. The Ledger Name displays in the expanded drawer on each row. If you want to view or edit the displayed Ledger, click the Ledger hyperlink to access the Ledger record.
7. When the drawer is expanded, the default Payment Processor will populate in the drop-down list. You can select a different Payment Processor, if necessary. Additionally, the default Payment Method will populate. A different one can be selected, if necessary.
8. The expanded drawer will automatically populate the GL Account Variables, if they were included on the Account record. You can manually adjust these variables, if necessary. Also, a Product number and/or a Project/Project Task can manually be added, if necessary.
9. If any of the Billings are eligible for an early payment Billing Discount, the payment will need to be received as a single Billing.
Click Receive Payment.
Best Practice: It is recommended that once the Receive Payments button is clicked and the payment process is started, do not refresh the page. However, if you do refresh the page, items that were already processed will no longer display on the page. You will also need to click Receive Payments again to continue processing the remaining rows.

A Cash Receipt will be created for each customer and applied to all of the related customer Billings.
Create a Bank Deposit for the related Cardknox or Stripe batch and fees.