A/R Payment Details Screen & Functions

The payment details screen is the screen the user is taken to when selecting the payment ID from various screens throughout the system, for example, the list of payments report, or the payments tab on the customer overview screen.

For this example, we will find a payment from the list of payments report. Navigate to the menu Payments -> List of Payments and search for the payment by financial period or entry date range or deposit date range.

The hyperlinks to the payments provide a drill down method which allows you to view and manage this payment. Choose the payment to be opened and click on the hyperlink. Once you are looking at the payment details screen a number of options become available. Which options are selectable will depend on your permissions and also on the current status of the payment (ie. has it been applied to invoices, has it been posted, etc). Some of the details on the screen will also vary slightly depending on if it was a payment via Check or Credit Card.

Change COA Reason

select Change COA Reason and a pop-up will appear with current reason, a free format field to enter new desired reason as well as Allocation options for both Module and Product Group

Generate PDF Receipt

This will generate a receipt for the payment. Select desired template for the receipt (Setup receipt template in Setup -> Receipt Template Setup)

Unallocate Invoice Lines

User chooses the option Unallocate invoice lines, clicks Remove allocation and saves. Allocation is undone, and invoice is listed under Unallocated Invoice list.

Once the payment has been unallocated, if you are then going to apply it to a different invoice, follow the same procedure above for applying cash on account in Pay Invoice by Check (batch) but instead of clicking the + to add a new check, select the COA from the COA dropdown.

Transfer Payment to another Customer

User chooses the option Transfer Check to Another Customer and saves details. A header pane displays the transfer details of the 2 customer ids, names, check number and reference number. You can only transfer the invoice to another customer if the payment has not been applied to invoices. If this option is grayed out, first select the Unallocate Invoice Lines option to undo prior allocation.

Un/Flag for Refund

Not all users will have permissions to actually refund a payment. If an unapplied payment needs to be returned a user can flag the payment for refund. Then allowed users can use the Write-offs and Refunds process to find requested refunds and go ahead and process them.

If the option to flag for refund is grayed out, check the invoice details section. If the payment is allocated to invoices, you won't be able to refund it, so first select the option to Unallocate Invoice Lines, and then flag for refund.

Return this Check/Return this payment

Depending on the transaction type, you will either see this displayed as return this check (check payment) or return this payment (credit/debit card payment)

Enter the details for the batch to which this return check applies, and the type of refund being an adjustment or a returned payment. Save the refund and the details display on the screen including the G/L accounts with the debits, the invoice to be posted and the refund ID.

The basic situations for these two actions on a check apply as follows:

1. Return Check is when there were insufficient funds on a check and the check bounced. User has to return the check and await a new check from the customer to pay out the amount in full.

2. Adjustment of a check is usually needed when user incorrectly enters the data of the check and needs to adjust and enter the correct information.

In some other situations, “Return” could also apply to recording the cancellation of a Credit Card Cash Receipt where the user cancelled the payment external to Naviga, for example, when directly using the auth.net portal, but now needs to record the transaction. Also, when a user charges a credit card in error, it can be done as an Adjustment as well.

“Adjustment” covers everything else, not just data entry errors. For example, a customer calls and asks user to not cash a Check, but it was already entered in the system.

The differentiating marker between the two is the suffix used “RET” vs. “ADJ.”

In the section “Other Information”, click the Card Transaction hyperlink to view the details on the card or check.

On the Payments Details screen, if you click the Invoice ID hyperlink, the system displays a new screen with the amount refunded with hyperlinks to the list of transactions and the original order.

In the drop-down edit options for the invoice details screen, you can choose the option to generate a PDF receipt for your records. This requires that the Cash Receipts template would be setup in the system prior.

The receipt includes the payment ID.

The return transaction displays if searched on in the List of Payments screen.

It can be accessed at any time with hyperlinks to the transaction.

Navigate to the G/L module and post the refund in the screen Journal Entries -> Post Transactions by Module. Choose the A/R Module related items.

Click on Posting Detail in the Posting History node.

Note that the posting is complete and reflects the debit amount of the refund.

Click the hyperlink to the GL account number and the transaction will be listed with a hyperlink to it.

Void this Check

The Void this check option will only be available for selection until the payment has been posted to the G/L. A posted payment can be returned, but it cannot be voided. Voiding the check will essentially delete it. You can still find it on the Payments -> Payment Search menu, but if you click to open it, you will be advised that the payment was voided.

Audit History

Scroll to the bottom of the payment details screen and user will see the audit history of who did what to the payment.

In this example, the payment was received, then applied to an invoice, then unapplies, then transferred to a different account, and then applied to invoices on that account.