Payments

Payment functionality helps you capture the payments received from customers. If you present your customer with an invoice of $90 and they provide you a check of $100, you can create a payment record of $10. You can now apply this payment of $10 to your next invoice.

Creating Payments

To create a Payment,

From All Tabs, click Payments.

Enter details for the following fields.


Field	Description
Account Id	Select the account name from the lookup field
Type	Select the type of the payment
Payment Amount	The amount to be applied to the invoice
Payment Date	The date on which the payment was applied
Reason Code	The reason code of the payment
Payment External ID	ID of the payment as stored in the external system

Click Save.

A payment record is created with Status as Unapplied. A destination A/R Transaction record is created with Ending Balance equal to Payment Amount.

Applying Payments from Payment Record

You can apply payments to approved, and unpaid or partially paid invoices. To apply a payment,

From the payment record, Click Apply Payment.
All the unpaid or partially paid invoices of the account are displayed.
Select the invoice to apply for the payment. Enter the amount you want to apply to an invoice in the Apply Amount field.
Enter the processing options;
1. Send Payment Notification: Select this field to send an email notification to the billing contact when the payment is applied.
2. Override Email Template: Enter the email template to use when sending the payment notification email. If you leave this field as blank, default email template of the account is used.
Click Submit. The Payment Applied pop-up opens confirming that due amount on the invoices and available balance on the payment records is updated.
Click OK.

The status of the payment record changes to Applied if you applied the entire amount of the payment or Partially Applied if a part of the payment was applied to an invoice. Available balance changes to reflect the remaining balance of the payment.

Related A/R Transaction records are created for each invoice that was paid through the payment. A destination Related A/R Transaction record is created with Ending Balance equal to the Available Balance of the Invoice.

The invoice Status changes to Paid or Partially Paid and Total Due Amount is updated.

Warning: You cannot cancel an invoice if a payment is made against it.

Applying Payment from Invoice Record

The invoice status is Approved.
The invoice payment status must be either Unpaid or Partially Paid.

To apply a payment:

From the invoice record, click Apply Payments. The Apply Payments To Invoice page opens showing a list of payment records to choose from.
Select the payment record from which you want to apply payment and enter the amount to be applied.
Select the Processing Options:
- Send Payment Notification: Select this field to send an email notification to the billing contact when the payment is applied.
- Override Email Template: Enter the email template to use when sending the payment notification email. If you leave this field as blank, default email template of the account is used
Click Submit. The Payment Applied pop-up opens confirming that due amount on the invoices and available balance on the payment records is updated.
Click OK.

You are taken back to the invoice record page where you can verify that the status of the invoice is reverted to Paid if the entire fee amount is applied, or Partially Paid if a part of the fee amount is applied. The Total Due Amount is decreased by an amount equal to the applied amount.

Related A/R Transaction records are created for transactions from each payment term. A destination Related A/R Transaction record is created with decreased Ending Balance equal to the applied amount.

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Payments

Creating Payments

Applying Payments from Payment Record

Applying Payment from Invoice Record

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