Take Payment
From Emersion
Overview
The Take Payment function is available to subscribers of the automated payments module. When used, the system will attempt to take a payment either via the customer's preferred automated payment method (as set up under the Customer > Payment Methods tab) or via another automated method.
The available payment methods available are determined by the service provider's subscription to the gateway itself. If the service provider purchases a merchant facility for online payments via Visa or MasterCard, but not AMEX / Diners / direct debit, Emersion will configure our system with those payment methods that are made available to the service provider from the gateway provider.
An on-screen message alerts the user to the fact some payment methods are available but others are not. This will also be the case if we are asked to temporarily disable a particular payment method.
How to Take a Payment
The Take Payment function allows you to process a payment through the automated Electronic Payment System (EPS). You must have the EPS module configured to use this function, and charges may apply. For further information, please contact the Emersion Sales team.
- Select Finance > Accounts Receivable from the Menu. The Account Receivable Customer list page will appear.
- Locate the customer to take payment from in the list.
- Click the Take Payment link in the Action column of the required customer. The Take Payment page will appear, showing a list of all outstanding invoices for the selected customer, with the oldest invoice shown first. Invoices that have been paid in full will not appear.
- Enter the total amount of the payment in the Total field.
- Funds can be allocated across multiple invoices. Tick the Auto Allocate check box to prompt the system to automatically allocate the payment against outstanding invoices. The system will allocate the payment against the oldest outstanding invoice.
- If the total payment amount is greater than the oldest outstanding invoice, the system will allocate payment against the next oldest outstanding invoice, and so on, until the payment total amount is fully allocated. If the total payment amount is greater than the total of all outstanding invoices, the system will record the balance as an unallocated payment and show the amount as a credit on the account balance.
- Alternately, clear the Auto Allocate check box to manually assign the payment against the required invoice(s). Enter the amount(s) in the Allocated Amount field beside each outstanding invoice as required. If you do not allocate the payment against any invoice, the system will record the payment as an unallocated payment.
- Select the method to process the payment from the Payment Method option boxes, as follows:
- To process the payment using the customer’s existing payment details (i.e. if the customer has existing payment details recorded in the system), select Customer’s Stored Payment Method in the Payment Method options. The stored payment details will appear. If the customer has stored credit card details, the card number will appear masked.
- If there are more than one payment details recorded in the system, select the required Stored Payment Method to use for this payment using the option boxes displayed beside each payment method.
- To process a credit card payment, select Credit Card in the Payment Method options. The credit card fields will appear:
- Enter notes about the payment in the Payment Note field, that can be used for reference.
- Enter the Name on Card of the credit card.
- Select the Card Type from the drop list. Options available include: American Express, Diners, MasterCard and Visa.
- Enter the card number in the Credit Card No. field.
- Select the card expiry date from the Expiry Month and Expiry Year drop lists.
- Enter the credit card verification number in the CCV field.
- To process a direct debit account payment, select Direct Debit in the Payment Method options. The debit account fields will appear:
- Select the Bank from the drop list. The list will contain all Australian banks. If the bank you require is not in this list, please contact the Emersion Support team.
- Enter the customer’s bank account’s BSB number in the BSB field.
- Enter the customer’s bank account name in the Account Name field.
- Enter the customer’s bank account number in the Account Number field.
- The system will show the default Finance Charge (%) and Finance Charge ($) in the corresponding fields read only by default.
- Click the Create Surcharge check box to override the default payment surcharge details. The fields will enabled for editing.
- Enter the Finance Charge (%) or Finance Charge ($) in the corresponding fields as required.
- Click the Submit button. A window will appear showing the payment details entered, along with any surcharges, to confirm the payment.
- Click the Yes button to confirm the payment.
- The system will validate the credit card or direct debit details entered before sending the payment through the EPS gateway for processing. If any payment details are invalid (e.g. credit card number, expiry date etc), the system will return to the Take Payment page showing a red error message beside the invalid fields. You must correct the information before the payment will be processed.
- Once the payment has been successfully processed, the Accounts Receivable customer list page will appear with an information box showing the payment has been allocated to the account.
- The system will record the payment against the customer account, update the account balance, and create a transaction in the ledger.
- Click the No button to cancel the payment and return to the Take Payment page to make any changes as required.
- If a payment surcharge was applied and you are including the surcharge amount in the payment (Take Surcharge Now checkbox enabled);
- The system will create an unallocated cardline for the surcharge amount. In addition, an unallocated payment will be stored on the ledger to be allocated to the next outstanding invoice.
- If a payment surcharge was applied and you opt to NOT take the surcharge amount in the payment (Take Surcharge Now checkbox disabled);
- The system will create an unallocated cardline for the surcharge amount. It will be allocated to the next invoice and will become payable as part of that invoice's outstanding balance.
