Payment
Process Payments and Receipts
Help
The Process Payments Window allows you to enter payments and reaipts for invoices. If the payment is for a single invoice then it can be processed here. If it is for multiple invoices or is a partial payment then it should be processed in the Payment Allocation Window.
Window Type
Transaction
The Sales Transaction checkbox indicates if this item is a Sales Transaction.
Tabs
Payment
Description Payment or Receipt Help *Enter payment or receipt for a Business Partner. If it is for a single invoice it can be allocated directly to that invoice using this screen. You can also apply over/under payments: You have an over-payment, if you received more money than due for a single invoice. Instead of writing the difference off (i.e. would be a gain), you can leave the amount unallocated and use it for later invoices or credit memos. Please note that the Amount is the payment amount, so you need to enter the over-payment as a negative amount. You can also receive a partial payment (under-payment). If you decide not to write off the remaining invoice amount, enter the under-payment as a positive amount. Note that printed payments are archived in Payment Selection (Prepared Payment).
- For Posting, the bank account organization is used, if it is not a charge.*
The Single Row Layout checkbox indicates if the default display type for this window is a single row as opposed to multi row.
If not selected, the user cannot create a new Record. This is automatically disabled, if the Tab is Read Only.
Fields
Client
Description Client/Tenant for this installation. Help A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client.
Organization
Description Organizational entity within client Help An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Document No
Description Document sequence number of the document Help *The document number is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in "<>".
If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoice). If you leave the field empty, the system will generate a document number for you. The document sequence used for this fallback number is defined in the "Maintain Sequence" window with the name "DocumentNo_", where TableName is the actual name of the table (e.g. C_Order).*
Bank Account
Description Account at the Bank Help The Bank Account identifies an account at this Bank.
Document Type
Description Document type or rules Help The Document Type determines document sequence and processing rules
Receipt
Description This is a sales transaction (receipt)
Transaction Date
Description Transaction Date Help The Transaction Date indicates the date of the transaction.
Account Date
Description Accounting Date Help The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion.
Description
Description Optional short description of the record Help A description is limited to 255 characters.
Business Partner
Description Identifies a Business Partner Help A Business Partner is anyone with whom you transact. This can include Vendor, Customer, Employee or Salesperson
Invoice
Description Invoice Identifier Help The Invoice Document.
Order
Description Order Help The Order is a control document. The Order is complete when the quantity ordered is the same as the quantity shipped and invoiced. When you close an order, unshipped (backordered) quantities are cancelled.
Project
Description Financial Project Help A Project allows you to track and control internal or external activities.
Charge
Description Additional document charges Help The Charge indicates a type of Charge (Handling, Shipping, Restocking)
Prepayment
Description The Payment/Receipt is a Prepayment Help Payments not allocated to an invoice with a charge are posted to Unallocated Payments. When setting this flag, the payment is posted to the Customer or Vendor Prepayment account.
Activity
Description Business Activity Help Activities indicate tasks that are performed and used to utilize Activity based Costing
Campaign
Description Marketing Campaign Help The Campaign defines a unique marketing program. Projects can be associated with a pre defined Marketing Campaign. You can then report based on a specific Campaign.
Trx Organization
Description Performing or initiating organization Help The organization which performs or initiates this transaction (for another organization). The owning Organization may not be the transaction organization in a service bureau environment, with centralized services, and inter-organization transactions.
User List 1
Description User defined list element #1 Help The user defined element displays the optional elements that have been defined for this account combination.
User List 2
Description User defined list element #2 Help The user defined element displays the optional elements that have been defined for this account combination.
User List 3
Description User defined list element #3 Help The user defined element displays the optional elements that have been defined for this account combination.
User List 4
Description User defined list element #4 Help The user defined element displays the optional elements that have been defined for this account combination.
Payment amount
Description Amount being paid Help Indicates the amount this payment is for. The payment amount can be for single or multiple invoices or a partial payment for an invoice.
Currency
Description The Currency for this record Help Indicates the Currency to be used when processing or reporting on this record
Currency Type
Description Currency Conversion Rate Type Help The Currency Conversion Rate Type lets you define different type of rates, e.g. Spot, Corporate and/or Sell/Buy rates.
Discount Amount
Description Calculated amount of discount Help The Discount Amount indicates the discount amount for a document or line.
Write-off Amount
Description Amount to write-off Help The Write Off Amount indicates the amount to be written off as uncollectible.
Over/Under Payment
Description Over-Payment (unallocated) or Under-Payment (partial payment) Help Overpayments (negative) are unallocated amounts and allow you to receive money for more than the particular invoice. Underpayments (positive) is a partial payment for the invoice. You do not write off the unpaid amount.
Over/Under Payment
Description Over-Payment (unallocated) or Under-Payment (partial payment) Amount Help Overpayments (negative) are unallocated amounts and allow you to receive money for more than the particular invoice. Underpayments (positive) is a partial payment for the invoice. You do not write off the unpaid amount.
Tender type
Description Method of Payment Help The Tender Type indicates the method of payment (ACH or Direct Deposit, Credit Card, Check, Direct Debit)
Online Access
Description Can be accessed online Help The Online Access check box indicates if the application can be accessed via the web.
Routing No
Description Bank Routing Number Help The Bank Routing Number (ABA Number) identifies a legal Bank. It is used in routing checks and electronic transactions.
Account No
Description Account Number Help The Account Number indicates the Number assigned to this bank account.
Check No
Description Check Number Help The Check Number indicates the number on the check.
Micr
Description Combination of routing no, account and check no Help The Micr number is the combination of the bank routing number, account number and check number
Credit Card
Description Credit Card (Visa, MC, AmEx) Help The Credit Card drop down list box is used for selecting the type of Credit Card presented for payment.
Transaction Type
Description Type of credit card transaction Help The Transaction Type indicates the type of transaction to be submitted to the Credit Card Company.
Number
Description Credit Card Number Help The Credit Card number indicates the number on the credit card, without blanks or spaces.
Verification Code
Description Credit Card Verification code on credit card Help The Credit Card Verification indicates the verification code on the credit card (AMEX 4 digits on front; MC,Visa 3 digits back)
Exp. Month
Description Expiry Month Help The Expiry Month indicates the expiry month for this credit card.
Exp. Year
Description Expiry Year Help The Expiry Year indicates the expiry year for this credit card.
Account Name
Description Name on Credit Card or Account holder Help The Name of the Credit Card or Account holder.
Account Street
Description Street address of the Credit Card or Account holder Help The Street Address of the Credit Card or Account holder.
Account City
Description City or the Credit Card or Account Holder Help The Account City indicates the City of the Credit Card or Account holder
Account Zip/Postal
Description Zip Code of the Credit Card or Account Holder Help The Zip Code of the Credit Card or Account Holder.
Account State
Description State of the Credit Card or Account holder Help The State of the Credit Card or Account holder
Account Country
Description Country Help Account Country Name
Driver License
Description Payment Identification - Driver License Help The Driver's License being used as identification.
Social Security No
Description Payment Identification - Social Security No Help The Social Security number being used as identification.
Account EMail
Description Email Address Help The EMail Address indicates the EMail address off the Credit Card or Account holder.
Tax Amount
Description Tax Amount for Credit Card transaction Help The Tax Amount displays the total tax amount. The tax amount is only used for credit card processing.
PO Number
Description Purchase Order Number Help The PO Number indicates the number assigned to a purchase order
Voice authorization code
Description Voice Authorization Code from credit card company Help The Voice Authorization Code indicates the code received from the Credit Card Company.
Original Transaction ID
Description Original Transaction ID Help The Original Transaction ID is used for reversing transactions and indicates the transaction that has been reversed.
Online Process
Approved
Description Indicates if this document requires approval Help The Approved checkbox indicates if this document requires approval before it can be processed.
Result
Description Result of transmission Help The Response Result indicates the result of the transmission to the Credit Card Company.
Response Message
Description Response message Help The Response Message indicates the message returned from the Credit Card Company as the result of a transmission
Reference
Description Payment reference Help The Payment Reference indicates the reference returned from the Credit Card Company for a payment
Authorization Code
Description Authorization Code returned Help The Authorization Code indicates the code returned from the electronic transmission.
Zip verified
Description The Zip Code has been verified Help The Zip Verified indicates if the zip code has been verified by the Credit Card Company.
Address verified
Description This address has been verified Help The Address Verified indicates if the address has been verified by the Credit Card Company.
Document Status
Description The current status of the document Help The Document Status indicates the status of a document at this time. If you want to change the document status, use the Document Action field
Process Payment
Payment Related
Self-Service
Description This is a Self-Service entry or this entry can be changed via Self-Service Help Self-Service allows users to enter data or update their data. The flag indicates, that this record was entered or created via Self-Service or that the user can change it via the Self-Service functionality.
Posted
Description Posting status Help The Posted field indicates the status of the Generation of General Ledger Accounting Lines
Allocated
Description Indicates if the payment has been allocated Help The Allocated checkbox indicates if a payment has been allocated or associated with an invoice or invoices.
Cash Book
Description Cash Book for recording petty cash transactions Help The Cash Book identifies a unique cash book. The cash book is used to record cash transactions.
Allocate
Description Allocate Payments to Invoices Help You can directly allocate payments to invoices with the same currency when creating the Payment. Note that you can over- or under-allocate the payment.\ ** When processing the payment, the allocation is created.\ ** The Organization is set to the invoice organization
The Single Row Layout checkbox indicates if the default display type for this window is a single row as opposed to multi row.
The tab with advanced functionality is only displayed, if enabled in Tools>Preference.
If not selected, the user cannot create a new Record. This is automatically disabled, if the Tab is Read Only.
Fields
Client
Description Client/Tenant for this installation. Help A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client.
Organization
Description Organizational entity within client Help An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Payment
Description Payment identifier Help The Payment is a unique identifier of this payment.
Active
Description The record is active in the system Help There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reports. There are two reasons for de-activating and not deleting records: (1) The system requires the record for audit purposes. (2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are invoices for this partner record existing. You de-activate the Business Partner and prevent that this record is used for future entries.
Invoice
Description Invoice Identifier Help The Invoice Document.
Invoice Amt
Amount
Description Amount in a defined currency Help The Amount indicates the amount for this document line.
Discount Amount
Description Calculated amount of discount Help The Discount Amount indicates the discount amount for a document or line.
Write-off Amount
Description Amount to write-off Help The Write Off Amount indicates the amount to be written off as uncollectible.
Over/Under Payment
Description Over-Payment (unallocated) or Under-Payment (partial payment) Amount Help Overpayments (negative) are unallocated amounts and allow you to receive money for more than the particular invoice. Underpayments (positive) is a partial payment for the invoice. You do not write off the unpaid amount.
Remaining Amt
Description Remaining Amount
Allocation Line
Description Allocation Line Help Allocation of Cash/Payment to Invoice
Allocations
Description Display Allocation of the Payment/Receipt to Invoices
The Read Only indicates that this field may only be Read. It may not be updated.
Fields
Client
Description Client/Tenant for this installation. Help A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client.
Organization
Description Organizational entity within client Help An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Payment
Description Payment identifier Help The Payment is a unique identifier of this payment.
Allocation
Description Payment allocation
Transaction Date
Description Transaction Date Help The Transaction Date indicates the date of the transaction.
Invoice
Description Invoice Identifier Help The Invoice Document.
Order
Description Order Help The Order is a control document. The Order is complete when the quantity ordered is the same as the quantity shipped and invoiced. When you close an order, unshipped (backordered) quantities are cancelled.
Amount
Description Amount in a defined currency Help The Amount indicates the amount for this document line.
Discount Amount
Description Calculated amount of discount Help The Discount Amount indicates the discount amount for a document or line.
Write-off Amount
Description Amount to write-off Help The Write Off Amount indicates the amount to be written off as uncollectible.
Over/Under Payment
Description Over-Payment (unallocated) or Under-Payment (partial payment) Amount Help Overpayments (negative) are unallocated amounts and allow you to receive money for more than the particular invoice. Underpayments (positive) is a partial payment for the invoice. You do not write off the unpaid amount.
Bank Statement Line
Description Bank Statement Line
The Read Only indicates that this field may only be Read. It may not be updated.
Fields
Client
Description Client/Tenant for this installation. Help A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client.
Organization
Description Organizational entity within client Help An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Bank Statement
Description Bank Statement of account Help The Bank Statement identifies a unique Bank Statement for a defined time period. The statement defines all transactions that occurred
Line No
Description Unique line for this document Help Indicates the unique line for a document. It will also control the display order of the lines within a document.
Business Partner
Description Identifies a Business Partner Help A Business Partner is anyone with whom you transact. This can include Vendor, Customer, Employee or Salesperson
Account Date
Description Accounting Date Help The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion.
Statement amount
Description Statement Amount Help The Statement Amount indicates the amount of a single statement line.
Currency
Description The Currency for this record Help Indicates the Currency to be used when processing or reporting on this record