This article provides instructions for managing client payment transactions, including recording payments, understanding transaction details, and using the Deleted Transactions Log. Users will also learn how to access and interpret payment-related fields.
Navigation:
Main Menu → Clients → Client Info → Payments
Applies To: Enterprise, Plus, Basic
Overview
The Payments section allows users to:
- Record and track client payment transactions for Assignments.
- Access payment details and attributes like payment type, amount, and revenue items.
- Understand restrictions for specific payment methods.
Special Notes
-
InvoiceA Payment Method Users:
When adding a single payment, users will receive a prompt to attribute the payment to the oldest invoice with an outstanding balance. -
OnAccount Used Payment Type:
The client must have an OnAccount amount greater than zero; otherwise, this payment type is restricted. -
Filters for Transactions:
- Filters for the previous 3, 6, and 12 months are based on the Transaction Date and include future transactions.
- Additional filters may include Assignment course codes, invoice numbers (Invoice method only), and Sessions.
Revenue Panel Fields
- Course Section: Course code to which the payment is attributed.
- Transaction Number: System-assigned unique identifier that doubles as a receipt number.
- Transaction Date: System-assigned date of the transaction.
- Account
- Deposit Date/Time: Assigned when the Deposit utility processes.
- Amount Paid: Positive number for the payment amount. Refunds and OnAccount payments are entered as positive numbers.
- Client Invoice Number: Number of the associated invoice. Auto Add Invoice Number button can assign the next sequential number.
- Memo: User notes for the transaction.
Details Panel
- Payment Type: Predefined payment type. Users can configure which items appear in the list.
- Revenue Item: Revenue item for payment attribution.
- Check Date:
- Check Number: Number on the check, if applicable.
- Partial Credit Card Number: Last four digits of the client’s credit card number.
- Authorization Number: Number assigned by the payment gateway when processed electronically.
- Tracking Number: Number assigned by the payment gateway for tracking the transaction.
- Date/Time Settled
- Textbook: If applicable, the specific textbook being paid for.
- Item Returned: Indicates if the item was returned (for refunds).
- Refund: Indicates if the transaction is a refund.
- Refund Date: Date of the refund.
- Refund Reason: Reason for refund or discount (user-defined list).
- Discount: Reason for refund or discount (user-defined list).
Payer/Billing Tab Fields
- Receipt To: Determines if the receipt address comes from the payer, company, or client mailing address.
- Funding Source: Payment funding source (user-defined).
- Date Due: Invoice due date.
- Date Sent: Invoice sent date.
- Date Paid: Invoice paid date.
Contact
- Vendor Company: Company paying for the course.
- Contact Person: Name of the payer or contact at the company.
- Address 1/2, Zip Code, Phone Number: Contact details for the payer or company.
Key Notes
- Deleted payment transactions cannot be recovered but can be recreated using the Deleted Transactions Log report.
- Ensure that payment amounts are positive, even for refunds and OnAccount transactions.
Conclusion:
By following this guide, users can effectively manage client payments, including recording and tracking transactions. For further assistance, refer to related articles or contact support.