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 as credit cards or checks. If receiving a credit card payment, an account with Stripe must first be set up and a credit card must be on file for that customer. Click here to learn about payment processing via Stripe and adding a credit card on file. 

Do you want to:

• Receive Payment Directly from a Billing
• Receive Payment from Multiple Billings
• View Payment Activity on a Declined Credit Card

Receive Payment Directly from 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 click the Accounting tab to select the Billing for which you will receive a payment.
4. Click Receive Payment.
5. Select Check or Electronic.
   Note: Electronic is only available as a selection if you are connected to Stripe and have a payment method associated with the Account. Click here to learn how to Connect to Stripe.
6. Enter the Discount/Adjustment Amount, if applicable.
   Note: The Early Payment Discount Amount field displays the discount amount if you have discount terms set on the Account record as an incentive for early payment and the customer qualifies.
   Note: An Adjustment Amount for any reason can be entered here, if necessary.
   
7. Verify the Amount. The Amount can be modified, if necessary.
8. If Electronic was selected in step 3, click the Payment Method drop-down list to select the correct Account Holder name, if necessary.
   Note: The Payment Method includes the Account Holder's name, credit card type, and the last four digits of the card number.
9. Verify the Bank Account and other Payment Information.
   Note: In the Accounting Information section, you can include GL Account Variables 1-4, a Product number, and/or a Project/Project Task.
   
10. Click Receive Payment. This will create a Cash Receipt and apply it to the Billing. A Bank Deposit can then be created for this and other Cash Receipts.

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Receive Payments from Multiple Billings

Note: Only payments through Stripe are supported for multiple Billings. If receiving multiple non-Stripe payments, enter these as usual by first creating a Cash Receipt and then applying it to the related Billings or using the Receive Payment button on the individual Billings.

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
2. 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.
3. Select the Billings that you want to receive payments against.
4. Click Receive Payment.
   Note: The intermediate screen aggregates the Billings by Customer and the default Bank Account will populate. A different bank can be selected, if necessary.  The default Stripe Payment Method will be selected. You can select a different Payment Method. The Payment Method includes the Account Holder name, credit card type, and the last four digits of the card number. Additionally, you can include GL Account Variables 1-4, a Product number, and/or a Project/Project Task.
   Note: If any of the Billings are eligible for an early payment Billing Discount, the payment will need to be received as a single Billing.
   
   
   
   
5. Click on the Receive Payment button. A Cash Receipt will be created for each customer and applied to all of the related customer Billings.
6. Create a Bank Deposit for the related Stripe batch and fees.
7. If the receipt email feature is turned on in Stripe, then the customers will receive an email receipt for the payment.
   

View Payment Activity on a Declined Credit Card

When using Stripe to receive an electronic payment on a single Billing or multiple Billings, if a message displays to indicate that the credit card was declined, the related error information can be viewed on the Payment Activity screen.

Sample screen with the decline message on a single Billing.

Sample screen with the decline message from the list view with multiple Billings selected.

1. Navigate to Accounting Home and click the Run Reports tab. Then, under the Utilities menu, click Payment Activities.
2. Select a list view, such as All. Typically, you want to select a list view other than the Recently Viewed.
   Note: You can add additional column headings to the selected list view, if necessary. For more information refer to the Modify Display Fields in a List View article.
3. Select the Payment Activity Name for the credit card that was declined.
   Note: To determine the correct Payment Activity Name review the Amount column heading or click a Payment Method, which includes the Customer’s name and the last four digits of the credit card number.
   
   
   The Error Type information displays on the Details tab.
   
   
4. Depending upon the error, you might want to review the Payment Method on the Account to make certain that it is correct and/or verify that the information is set up correctly in Stripe. Additionally, refer to the Stripe Error Codes for more information.

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Release Notes and Schedule

• With Magnolia - Home, when receiving payment directly from a Billing, you can now include GL Account Variables 1-4, a Product number, and/or a Project/Project Task. This applies to receiving payment for a single or multiple Billings.

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Release Notes and Schedule

• When receiving an electronic payment on a single Billing or multiple Billings, if a credit card is declined, an error message will now display. The related error information can be viewed on the Payment Activity screen.

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Release Notes and Schedule

• The Payment Method includes the Account Holder name.