Charge a Customer Using Stripe

Overview 

Before you begin, add a Payment Method to the Account. For more information, refer to the Manage Stripe Payment Methods article.

Note: The Stripe integration to Accounting Seed supports multi-currency credit card transaction processing. ACH transaction processing is limited to USD.  

There are three main ways of charging a credit card and two ways of creating an ACH charge:

• Prepayments - A credit card or ACH charge can happen prior to the creation of a Billing.
• Billings - Once Billings are created, a credit card or ACH transaction can be created for one or multiple Billings.
• Customer Payment Link - As the Billing is emailed out to the customer, the customer can click on the payment link and enter in their credit card information.  
  Important: Although the payment link can be accessed and used via a mobile phone, we only support using it on a desktop or laptop computer. 

Do you want to:

• Create a Payment (Prepayment)
• Receive a Payment
• Set the Email Template for Stripe Payment Link on the Billing PDF
• Allow Customers to Pay Directly
• View Payment Activity on a Declined Credit Card
• Troubleshoot ACH Payments
• Update Payment Activities

Create a Payment (Prepayment) 

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. Select an Account record to display. 
4. On the Account page, click Create Payment.
5. If more than one Payment Processor exists, click the Payment Processor drop-down list to select the appropriate one for this Account. Otherwise, if only one Payment Processor exists, it will automatically display in the drop-down list.
6. 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. The default Payment Method is initially assigned. All available Payment Methods display in the drop-down list and one can be selected.
7. Enter the Amount to be paid.
8. (Optional) Add a description and any GL variables associated with this transaction.
9. Once you enter the amount and click the Create Payment button the customer has been charged.
10. If the charge is successful, a cash receipt will be automatically posted to the account. By default, the amount will be posted to the cash GL Account but can be updated with a revenue GL account if preferred. Once a Billing is created, the Cash Receipt can then be applied to it.  

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Receive a Payment

Single Payments

Follow the steps in the Receive Payment Directly from a Billing article.

Batch Payments

Follow the steps in the Receive Payments from Multiple Billings article.

Set the Email Template for Stripe Payment Link on the Billing PDF

Accounting Seed provides a standard email template that can be associated with a PDF format so that the Payment Link that is associated with a Billing will auto-populate on the email that is sent to a Customer. You can use the standard email template or customize it, if necessary. New and existing users can follow the steps below to set the email template for the Stripe Payment Link on the Billing PDF.

1. Click the Gear icon and select Setup.
2. From the Quick Find textbox, enter Email Templates. Then select Classic Email Templates.
3. From the Accounting Seed Email Templates folder, click the Billing Payment Link  Email Template link.
4. Review the standard email template, as necessary.
5. (Optional) If you want to make changes, click Clone. Make changes to the clone version, as necessary and click Save.
6. On the standard template (or the clone version, if you created one), copy the Template Unique Name: Billing_Payment_Link_Email_Template.
7. Navigate to Accounting Home and click the Setup tab. Then, under the Configurations menu, click PDF Formats.
8. Select a list view (other than the Recently Viewed list view).
9. Select the Billing PDF format that you use for your Billings (such as Default Billing Product).
10. Click Edit.
11. In the Default Email Template field, paste the Template Unique Name: Billing_Payment_Link_Email_Template (or the cloned Template Unique Name), which you copied from Salesforce.
12. Click Save.

Allow Customers to Pay Directly

The Payment Link must be configured in the Payments Settings screen. If the Payment Processor that is associated with the Billing has the Type field set to Stripe, when a Billing Line(s) is saved, the Payment Link field will automatically populate with the hyperlink for the related Billing. As mentioned in the section above, Accounting Seed provides an email template that can be associated with a PDF format so that this link auto-populates on the email that is sent to the Customer. 

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).
3. Open a Billing and click Create PDF. You will see a preview of the email along with the payment hyperlink.
4. Click Send Email. The customer will click on the link and enter their credit card information. This will process the fund transfer with Stripe, create the Cash Receipt, and apply it to the Billing.

Note: Once the customer receives the email with the link, they can pay directly from the link using a credit card. The system will not store the credit card on file, and it must be full payment of a Billing when using the payment link

View Payment Activity on a Declined Credit Card

When using Stripe to create a prepayment on an Account or 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 prepayment for an Account.

Note: Click here to view the above image in full screen. 

1. Navigate to Accounting Home and click the Run Reports tab. Then, under the Utilities menu, click Payment Activities.
2. Select a list view (other than the Recently Viewed list view).
   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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Troubleshoot ACH Payments

All transactions that are initiated from Accounting Seed are recorded as a payment activity under the payment method. The payment activity will show declined charges and errors in processing. To view the payment activity for a specific payment method:

1. Navigate to Accounting Home and click the Run Reports tab. Then, under the Utilities menu, click Payment Activities.
2. Select a list view (other than the Recently Viewed list view).
3. Click Status ACH Payments to display the intermediate screen.
4. Click Status ACH Payments again to run the status. This will update the status of each pending ACH transaction. An email will be sent when the status update completes.
5. Switch to the ACH declined list view and troubleshoot any declined payments.

Update Payment Activities

With Stripe, you can update the latest available Payment Activities in three ways:

• Schedule the Payment Activity Status job – this job will update Payment Activity records, which allows you to view the latest available Payment Activity from the Payment Activities screen. To schedule the Payment Activity Status job refer to the Automated Jobs article. 
• Run the Payment Activity Status job on demand – this job can be run on demand by selecting Payment Activity Status and clicking Run Now from the “Run an On Demand Job” section of the Automated Jobs screen. After running the job, the results can be viewed in the Payment Activities screen.
• Clicking the Status ACH Payments button from the list view of the Payment Activities screen as mentioned in the section above.

Access Path: The Payment Activities screen is accessible from Accounting Home | Run Reports | Utilities

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Summer '23 Release

Release Notes and Schedule

The Payment Processor field has been added when you click Create Payment from the Account page.