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
• Electronic – this includes credit cards and ACH bank accounts 
  Note: This option can only be used if the user has an Active stored Payment Method.  
• Other - such as, cash or any other form of payment

If you select Electronic 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.

Receive Payment on a Billing

1. Navigate to Accounting Home > Create Entries > Billings.
2. Select a list view (other than the Recently Viewed).
3. Open the Customer Account.
4. Click the Related tab, then scroll to Billings.
5. Select the Billing for which you are receiving a payment.
6. Click Receive Payment.  
   The Receive Payment intermediate screen is displayed.
   
   Note: Click here to view the above image in full screen. 
    
7. 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 is displayed and can be selected. The same fields that are displayed for the Check and Other options are available for the custom option. The selected custom option is also displayed in the Payment Type field on the related Cash Receipt. 
   1. Check – if this Payment Type is selected, the following required fields are displayed:
      1. Date -Today's date is displayed in the Date field. Click the Calendar icon to change the date, if necessary.
      2. Payment Reference - Enter a Payment Reference number. 
   2. Electronic – A Merchant Account and Payment Processor must be configured first, and a credit card or ACH banking information must be on file for the customer. If this Payment Type is selected, the following fields are displayed:
      1. Payment Processor –This is a drop-down list of Payment Processors linked to the customer who has an active credit card(s) or ACH bank account(s). Selection determines the value(s) that are available in the next drop-down list, which is the Payment Method. 
      2. Payment Method – This field is required, and defaults to the drop-down list for the Payment Method set as Default on the Customer Account record. All active Payment Methods in Salesforce or those on the selected Payment Process are listed on this drop-down. When you click the Receive Payment button below in this screen, the selected Payment Method is charged. 
         
         When Sola 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 is automatically calculated based on the Payment Processor setup. The Total Payment Amount is equal to the Amount + Convenience Fess. There is an Include Convenience Fees switch that can be toggled to disable if you do not want to include a Convenience Fee on this Billing. .
   3. Other –  Cash or any other form of payment. If this Payment Type is selected, the following required fields are displayed:
      1. Date - Today’s date is in the Date field. Click the Calendar icon to change the date, if necessary.
      2. Payment Reference – Enter a Payment Reference number.
8. The Ledger Name is displayed in the Ledger field. Mouse over the Ledger Name to View or Edit. 
   Note: If Multi-currency is enabled, the Currency field ts displayed 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) are read-only fields. 
    
9. Add or modify any  of the following:
   1. Discount/Adjustment Amount – If entered, this field defaults to the amount in the Early Payment Discount field on the Account record.
   2. Bank Account – Select the drop-down list to change the default Bank Account.
10. Verify the Amount. The Amount can be modified to receive a partial amount, if necessary.
11.  
12. Update or enter the Accounting Information, as necessary.
     
    Note: Default fields in this section include: 

    • GL Account Variables 1-4 

    • Product 

    • Project/Project Task.  

    • Additional fields (including custom fields, such as a Custom Date field) can be included here by adding the fields to the Receive Payment from a Billing Record field set on the Cash Receipt object.  
      See the Edit a Field Set article.  
       
      Adding fields to this field set to include in the Accounting Information section allows for more control over the fields on the Cash Receipt that are created once the payment is received. If you add a field to this field set that is already displayed at the top of the Receive Payment screen, it is not duplicated in the Accounting Information section of the screen. 
       
      Note: If you use the Cash Flow Category, add this field to the Receive Payment from a Billing Record field set so it is displayed in the Accounting Information section. If the Cash Flow Category field is added, it defaults to the value (Default Cash Receipt Category) set on the Enablements screen if the Enable Cash Flow Statement option is set to On. 
       

    12. Click Receive Payment. This creates a Cash Receipt and applies it to the Billing.