Payments

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Applies To:    Enterprise    Plus    Basic

Overview

This section is used to record Client Payment transactions for Assignments.  Note that deleted payment transactions cannot be recovered once deleted.  The Deleted Transactions Log report will provide enough information to recreate deleted payment records.

Special Notes:

• For InvoiceA Payment method users:  When adding a single payment, the user will receive a prompt to attribute the payment to the oldest invoice that has an amount due.  This prompt only displays if there is an invoice with an older date and has an amount due.
• When using the OnAccount Used payment type, the Client must have an OnAccount amount greater than zero.  Otherwise, the OnAccount Used payment type is restricted.
• The filter options for Previous 3, 6, and 12 months are based on the Transaction Date and will include transactions dated in the future.  The filter may also display Assignment course codes, invoice numbers (Invoice method only), and Sessions as additional filter options.

Transaction Tab

• Course Code:  Course code payment should be attributed to.
• Payment Type:  Type of Payment.  This is not a user defined list.  However, user can determine if items in the list should not display as a user choice.
• Revenue Item:  Revenue item payment should be attributed to.  See Revenue Items for user defined list.
• Textbook:  If payment is for a textbook, what textbook.  See Textbooks for user defined list.
• Amount:  Amount of payment.  Must be a valid, positive number without a dollar sign.  All numbers should be entered as positive numbers, even refunds and OnAccount. 
• Check Number:  Enter check number if applicable.
• Partial Credit Card Number:  Last 4 digits of Client's credit card number.  Credit Card number should contain only numbers and not include spaces or dashes. In some cases, the credit card may automatically save the first number as well to help identify the card type, such as "4...3402".
  
• Authorization Number:  The authorization number set by the payment gateway when the transaction has been electronically processed.  Not all payment gateways have an authorization number.
• Tracking Number:  The transaction tracking number set by the payment gateway when the transaction has been electronically processed.
• Voucher on File:  Voucher number if payment is being made by someone other than the client and a voucher is presented as payment.
• Item Returned:  Was the item returned if the transaction is a refund?
• Refund:  Is the transaction a refund?
• Refund/Discount Reason: Reason for Refund or Discount.  See Refund/Discount Reasons for user defined list. 
• Refund Date:  Date of refund.
• Transaction Number:  Automatically assigned.  Also doubles as a receipt number.
• Transaction Date:  Automatically assigned.
• Deposit Date:  Automatically assigned when Deposit utility is processed.
• Memo:  User notes for payment transaction.

Payer/Billing Tab

• Receipt To:  If value = Payer, receipt address will be from Payer or Company, if not blank.  Client mailing address is the default.
• Company:  Company paying for course.  See Company table for user defined list. A Company Lookup button is provided to search for a Company name. If a Company is entered that is not in the Company table, the Company will be added as a new Company record.
  
• Contact Person:  Name of Contact Person at Company or individual making payment.
• Address 1:  Address 1 of Contact.  Leave blank if address in Company record is default address.
• Address 2:  Address 2 of Contact.  Leave blank if address in Company record is default address.
• Zip Code:  Zip Code of Contact.   Leave blank if address in Company record is default address.
• Phone Number:  Phone Number of Contact.   Leave blank if address in Company record is default.
• Funding Source:  Funding source of payment.  See Funding Sources for user defined list.
• Invoice Number:  If billed, number of invoice sent.  Invoice numbers can be repeated across more than one payment record.  The Auto Add Invoice Number button to the right of the field will auto add the next consecutive invoice number.  If no prior invoice numbers have been used, the invoice starting number in the Branch Profile settings is used.
• Date Due:  Date invoice due.
• Date Sent:  Date invoice sent.
• Date Paid:  Date invoice paid

Multiple Payments

The Multiple Payments button allows you to add multiple payment transactions for multiple Assignments at the same time.

• The following Branch Profile and Client settings are required to use the Multiple Payment function.  If any setting field is not set, a prompt will appear and the function will terminate.  When using the Multiple Payments option, all transactions will contain the same Payment Type.  If more than one Payment Type is desired, repeat the use of the Multiple Payments option as needed or use the standard one-transaction-at-a-time Add Payment method.
  • Branch:  Balance Due Based On
  • Branch:  Default Fee Group
  • Branch:  Default Revenue Item
  • Client:  Fee Group
• Each transaction (based on invoice and assignment) will have a unique transaction number even though they are processed as a group.
• If an account is associated with the course section fees, the account will automatically record with the payment.  If the fees contain more than one account, only one account is selected.  If the fees do not have an account linked, the account from the course section account is used, if set.
• The Multiple Payment option can be launched from the following locations:
  • Client Assignment page (Multiple button)
  • Client Invoices list (GoTo function)
  • Client Invoice view (Toolbar function)

How to Make Multiple Payments

• While viewing a Client Info record, go to the Registration Tab and select Payments.
• In the upper right corner of the Payment Results List click the "Multiple" button.
• Step 1 of the Multiple Payments popup window will appear.
  • All Client Assignments that have a Balance Due will appear in the list along with the Amount Due for the Assignment.  If the Client does not have any balances due, a prompt will appear and the popup window will close.
  • Select the Payment Method. Required field.  OnAccount Given, Entry Error, and Uncollected Funds are not available in this list.
  • If the transaction is a credit card and should be processed, select Yes for processing.  Otherwise, select No.  If the transaction is not a credit card, this field value is ignored.  This option does not display if electronic credit card processing is not available or enabled.
  • Amount Due:
    • If the Branch Profile setting for Balance Due Method is set to Unmatched, the Amount Due will be the total amount of fees Included In Balance less any previous payments.
    • If the Branch Profile setting for Balance Due Method is set to Matched1 or Matched2, the Amount Due will be itemized per each Revenue Item that is Included In Balance less any previous payments matching that same Revenue Item.
    • The Amount Due always reflects any previous payments made.  When there are no previous payments, the Amount Due will reflect the entire Amount Due for the Assignment.
  • Amount Paid:
    • The default Amount Paid will default to the Amount Due.
    • Modify any Amount Paid fields as desired.  If you do not want a payment to take place for an Assignment, enter a zero.  Amount Paid fields cannot be blank.
    • Payments cannot be negative numbers, greater than the Amount Due, or sum to a total greater than the Total Amount Due.
  • Click NEXT for Step 2.
• Step 2 - Payment Type Fields:
  • Based on the Payment Method, various payment detail fields will display.
  • Check Number: Enter a check number.  Optional field.
  • Card Number, Expire Date, CVV Code:  Credit Card fields.  Required fields if processing the credit card payment online.  These three credit card values do not save when processed.  Only the last 4 digits, authorization and tracking numbers are recorded if the processing is successful.
    
  • Last 4 Digits, Tracking Number and Authorization Number:  Credit Card fields.  Optional fields if recording a credit card payment that was processed outside XenDirect.
  • Payer Fields: First/Last Name:  Enter name of Payer or card holder if different than Client. Optional.
    
  • Company:  Enter a Company name as the Payer. A Company Lookup button is provided to search for a Company name. If a Company is entered that is not in the Company table, the Company will be added as a new Company record. Optional.
    
  • Funding Source: Select funding source to record with payments.  Plus and Enterprise only.  Optional.
  • Cashier Facility: Facility where transaction was entered.  Optional.
  • Discounts:  If relevant, discounts are already handled at the invoice level and are not displayed here.
    
  • Click NEXT for Step 3.
• Step 3 of the Multiple Payments popup window will appear.
  • This is the confirmation screen.  Review all entries for accuracy.
  • If modifications are desired, click the Back button to return to Step 2 or twice for Step 1.  Modify fields as desired.
  • If all fields are accurate, click Submit to process the payments.
  • Cancel button:  Click to cancel the process and close the form.  No payments will record.
  • Help button:  Click to open the Support Center knowledgebase page in a new window.
• Step 4 - Processing:
  • If the Payment Method is not a credit card, the transactions will record and the user will receive a completion prompt.
  • If the Payment Method is a credit card, credit card processing is enabled, and a Payment Gateway is enabled, all the transaction will process as one transaction through the Payment Gateway.
    
    • If the credit card declined, a prompt will appear and you will return back to Step 3.
    • If the credit card is approved, a successful prompt will appear and the window will close.  All transactions will record separately but the same Payment Gateway reply fields such as authorization code will be saved with each transaction record. 

Funds On Account:

• In the Client Tool Bar, an option to print a "Funds On Account" report.  This report displays all records with a payment type of "OnAccount Given" and "OnAccount Used" along with a total balance.  If used correctly, this OnAccount balance would always show the amount of in-house credit a client has that could be used for payments towards additional course payments.
• Additionally, a Client can also have funds placed on account for future course payments from pre-payments or voucher type payments.  To do this, create a course and section with a Course ID such as "OnAccount-" and a Section ID such as "SelfPay" or "Pell".  Then assign the client to that "OnAccount" course.  Third add a payment record for the amount to be placed on account.  let's say the Client is pre-paying $500 via MasterCard.  After that payment record, enter another payment record for the same amount of $500 but with a payment type "OnAccount Given".  Now the Client has $500 on account to be used for future course payments.  As you enter future payments, use the "OnAccount Used" payment type for the payments until the amount of funds OnAccount is used up.

Payment Related Functions