Payment Entry:

Used to enter payments and distribute payments to orders/invoices. 

 

Payment Entry Step 1:

 

§         Payment by: select the payee type as either Company or Individual.  The default selection is Company.

§         Order / Invoice #: if known enter the Order Number.

§         Contact ID:  if known enter the Contact ID.

§         Company ID: if known enter the Company ID.

§         :  use to cancel the payment entry.  Closes the page without saving anything.

§          :  use to proceed to the next step of the payment entry process.  The next step is dependent on the information entered in step 1.  If either Order/Invoice#, Contact ID, or Company ID are entered; the Search for Contacts/Companies step is skipped.

Search for Companies:

This step occurs when you set Step 1: Payment By to Company.  The purpose of this step is to identify the payee.

§         ID – this column lists the Company IDs as links that when clicked on displays the companies’ record in the Company Management page.  When a Company Name is listed without an ID, this means that the company name was entered into a contact record but a company record has not been created.

§         Company Name – this column lists the company names.  When the Company Name is listed as a link (underlined) this means a company record has been created for the company and you may click on the link to retrieve the company record in the Company Management page.  If the Company Name is listed without link (not underlined), this means the company name was entered into a contact record but a company record has not been created.  See Contact Management feature for additional information.

§         Select – click on the select link to select the company and proceed to Payment Entry Step 2.

 

Search for Contacts:

This step occurs when you set Step 1: Payment By to Individual.  The purpose of this step is to identify the payee.

 

§         ID – this column lists the IDs as links that when clicked on displays the contact’s record in the Company Management page.

§         Contact Name – this column lists the contact names as links that when clicked on displays the contact’s record in the Company Management page.

§         Select – click on the select link to select the contact and proceed to Payment Entry Step 2.

 

Payment Entry Step 2

 

§         Payment Date: defaults to the current date.  Typically this is used to record the date the payment was received. 

§         Company Name:  if the payee is a company, the companies name is displayed here.

§         Contact Name: if the payee is an individual, the individuals name is displayed here.

§         Payment Type:  select one from one of the available payment types.  Payment types enabled in Payments Feature Management. 

§         Name on Card or Check: enter the name exactly as it is printed on the check or credit card.

§         Number:  enter the credit card number or the check #.   When the payment type is set to a credit card, a number is required.  PORTALPRODIGY will verify the correct starting number and quantity of digits based on the type of credit card.  When entering checks, the check number is optional. 

§         CSC#: optional input used for credit card payments only.  Some credit card processor requires CSC verification.  This is a number that is typically printed on the back of the credit card and is used as an extra security precaution to minimize fraudulent use of credit cards.

§         Expiration Date (Month /Year):  if payment is by credit card, a credit card expiration date is required.  Enter the month using numbers, e.g. 1 for Jan., 12 for Dec.  The year should be entered as a 4 digit number, e.g. 2007.

§         Payment Amount:  enter the dollar amount of the payment.  Cents are entered using a decimal, e.g. enter 9.95 for $9 and 95 cents.

§         Payment Status:  when the selected payment type requires authorization this field is used to set and track the authorization status.   The default value is Pending.  This value can be changed to either Approved or Declined.  Orders requiring pre-payment prior to fulfillment/shipment require the applied payments to have their Payment Status set to Approved.  If you will be entering an authorization number, this field can be left blank. When PORTALPRODIGY processes the payment it will automatically set the Payment Status to Approved when an authorization number has been entered.

§         Address:  for credit card payments, if your processor requires address verification, you must enter the billing address for the credit card.  Enter the street address into this field.

§         City:  for credit card payments, if your processor requires address verification, you must enter the billing address for the credit card.  Enter the City into this field.

§         Country:  for credit card payments, if your processor requires address verification, you must enter the billing address for the credit card.  Enter the Country into this field.  It defaults to the value specified in User Signup Features Management.

§         State /Province:  for credit card payments, if your processor requires address verification, you must enter the billing address for the credit card.  When country is set to USA, Canada or Mexico, this field is displayed as a list box listing the corresponding States/Provinces.  For all other countries the field is set to a text box.  It defaults to the value specified in User Signup Features Management.

§         Zip / Postal Code: for credit card payments, if your processor requires address verification, you must enter the billing address for the credit card.  Enter the Zip /Postal Code into this field.

§         Authorization #:  used to enter either the check or credit card authorization number provided by your processor or banking institution. 

§         Include Paid Invoices:  defaults to No.  Set to Yes, when you want to view Paid Orders/Invoices on the Payment Distribution page.

§         Memo:  use this for internal purposes to record notes about the payment.  This field is useful for noting problems settling the payment.

§         :  use to cancel the payment entry.  Closes the page without saving anything.

§          :  use to proceed to the next step of the payment entry process which is paymet distribution.

 

 

Payment Distribution:

Used to apply payment to Orders/Invoices.  Payments that are entered at the time an Order is entered are automatically applied to the Order.  Payments entered using Payment Entry feature are applied using this process which allows a single payment to be distributed to multiple orders/invoices.

 

§         Company Name: lists the customer’s name.

§         Contact Name:  lists the contact’s name.

§         Payment Type: lists the payment type entered in Step 2.

§         Payment Amount: lists the total amount of the payment entered in Step 2.

§         Unapplied Amount:  lists the amount of the payment that has not been distributed.

 

Grid listing all Order/Invoices for the selected customer including previous payment distributions if this option was selected in Step 2.

§         Type: indicates the order type.  I = Invoice, D = Debit Memo, C = Credit Memo.

§         Order/Invoice #:  lists the Order number the distribution was made to.

§         Date: list the date the distribution was made.

§         Total: lists the total amount of the order.

§         Amount Due: lists the unpaid amount of the order.

§         Applied Amount:  this is where you enter the amount of the payment to apply to the Order listed on the row.  Negative values can be entered to reverse previous distributions.  The Auto Apply option can be used to auto fill this field.

§          : click on this to return to Payment Entry Step 2 page where you can make changes, then return to this page.

§         :  use to cancel the payment entry.  Closes the page without saving anything.

§          : use to clear applied amounts.

§          : use to automatically apply the payment starting with the oldest invoice first, applying to subsequent invoices in chronological order until the payment amount is fully distributed.  Any remaining unapplied amount is stored as a credit memo.

§         :  used when finished with distribution to go to next step.

 

Search for Payments:

Used to search and retrieve payments that were previously entered.

 

 

§         Payment Entry Date Range: this searches on the date entered.

§         Payment ID:  this searches on the unique record ID assigned to each payment.

§         Payment Type: defaults to All.  Provides option to search for a specific payment type.  The following payment types are available:

o       American Express

o       Cash

o       Check

o       Credit Memo

o       Debit Memo

o       Discover

o       Master Card

o       Money Order

o       Refund

o       Visa

§         Payment Status: default to All.  Provides option to search for a specific status.  The following types are available:

o       Approved

o       Declined

o       Pending

§         Company ID:  Provides option to search on Company ID of payee.

§         Company Name: Provides option to search on the Company Name of the payee.

§         Contact ID:  Provides option to search on the Individual’s Contact ID of the payee.

§         Last Name: Provides option to search on the Contact/payee’s Last Name.

§         First Name: Provides option to search on the Contact/payee’s First Name.

§         Name on Card: Provides option to search on the cardholder’s name.

§         Order / Invoice Number: Provides option to search on Orders / Invoices the payment has been distributed to.

§         Batch Number:  Provides option to search on the payment posting batch number. 

§         Created Date Range – this searches on the date that is automatically stored by the system when the payment record is created.

§         Modified Date Range – this searches by date last modified range.  Works the same as Created Date Range.

§         Posted: defaults to All.  Setting to No eliminates posted payments from being retrieved.  Set to Yes to only include posted payments.

§         Items Per Page – used to control how many matches are listed at a time.  Defaults to 10.  If the number of matches is greater than the specified Items Per Page, PORTALPRODIGY provides navigation options for the additional pages of matches This feature minimizes network traffic.

Options:

	Submits criteria to server and returns matching Payments.
	Opens the Payment Entry Step 1 page to add a new payment.
	Opens the Refund page.
	Clears the search criteria.
	Prints the website page to the user’s local printer.
	Closes the page and returns to the Site Administration Menu.