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Definition: What is it?

This sub menu allows the creation of a payment that is automatically applied to the billing account.

What is it used for?

It is used when a payment has been received from a customer that is used to pay off the balance (or part balance) of a billing account.

An example of how this works is similar to a credit card statement where a list of transactions have been incurred over the previous month and one payment is used to settle the outstanding balance.

What's on the screen?

To do

How do I add a payment to a billing account?

Example: To add a payment to a billing account

  1. Select the 'Payments' sub menu
  2. The 'Create Payment' screen is displayed
  3. Enter or use the lookup to enter the 'From Party Id'  (NOTE: By default this will be the Bill To Party of the Billing Account)
  4. Select the 'Organisation Party Id' from the drop down box
  5. Select the 'Payment Type Id' from the drop down box (NOTE: By default this will be set to 'Customer Deposit')
  6. Leave the 'Payment Method Type' as 'Billing Account' (NOTE TO CHECK: What happens if you do change this....)
  7. Enter the 'Amount' of the payment
  8. Press the 'Create' button
  9. The new entry is displayed at the bottom of the screen. 

NOTE: The total amount of the payment will be applied to the Billing Account. This can be verified by going to Accounting / Payments menu and locating the newly created payment.  The 'Amount to Apply' column will be zero.

How do I update a payment for a billing account?

A payment can be updated for a billing account by amending the amount of the payment that has been applied to the billing account. For example if a payment of $100 has been applied to a billing account it can be amended so that only $75 will be applied and $25 will be available to be applied elsewhere.

Example: To update a payment for a billing account

  1. Click on the 'Payment Id' of the payment that needs to be removed
  2. The 'Payment Overview' screen is displayed
  3. Press the 'Update' button in the 'Payments Applied' box
  4. The 'Payment Applications' screen is displayed
  5. Locate the 'Billing Account Id' and 'Amount Applied'
  6. Amend the 'Amount Applied' for the billing account
  7. Press the 'Update' button next to the entry that refers to the 'Billing Account Id'
  8. A message will be displayed saying that the payment has been removed from the billing account

How do I delete a payment from a billing account?

A payment can be removed from billing account by removing the link that has applied the payment to the billing account.

NOTE TO CHECK: Couldnt change the status of the payment to 'Cancelled' from 'Not Paid' - why not ? Need to look and understand the process.....

Example: To remove a payment from a billing account

  1. Click on the 'Payment Id' of the payment that needs to be removed
  2. The 'Payment Overview' screen is displayed
  3. Press the 'Update' button in the 'Payments Applied' box
  4. The 'Payment Applications' screen is displayed
  5. Press the 'Remove' button next to the entry that refers to the 'Billing Account Id'
  6. A message will be displayed saying that the payment has been removed from the billing account

NOTE TO CHECK: This example was done when the payment status was at 'Not Paid' - need to test if it still works if the payment status is at 'Received' or 'Confirmed' too.

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