General Settings - Payments & Receipts

The General Settings - Payments & Receipts page provides configuration options for managing receipts.

1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.
2. In the Billing Entity Menu, select Payments & Receipts. The General Settings - Payments & Receipts screen opens.

3. The panels and fields are described below. Fields marked with a red asterisk * are required.

   

   The Receipt Matching settings determine how the system will handle payment amounts that are not assigned to specific invoices.

   Match Receipt to Exact Amounts	The system searches all outstanding invoices for those that match the identified billing party, currency, and policy (if provided), and assigns the balance to one invoice that has an exact match to the total. The system searches from the oldest invoices to the newest.
   	If no match is found, the amount will be kept as a credit unless the Apply Receipts to Oldest Invoices is also enabled.
   Apply Receipt to Oldest Invoices	The system finds all invoices for the identified billing party, currency, and policy (if provided), and applies the payment to invoices sequentially, from oldest to newest. This can result in partial payment of invoices.  If all invoices are paid, any remainder is applied as an on-account balance.

   Note: Receipt matching is only possible if the billing party is identified. Unidentified payments are kept in a suspense account until the billing party can be identified.

   

   When reversing or reallocating a receipt, the user must select a Correction Reason. The available options are defined in the Receipt Correction Reasons panel. See Managing Receipt Correction Reasons for instructions on adding and editing options.

   

   Allow Partial Online Payments

   With his option checked, a user making an online payment can choose to pay the full amount or enter a partial amount. If unchecked, the user must pay the full amount.

   

   Last Modified By

   Identifies the last date and time the settings were changed, and the user who made the changes.

4. Click Save to save the settings.

Managing Receipt Correction Reasons

1. In the Receipt Correction Reason panel, click a link in the Name column to view an existing option, or click Add to add a new option. The Receipt Correction Reason window opens.

2. Complete the necessary information. Fields marked with a red asterisk * are required.

   

   Name	Enter the name as it should appear in the Correction Reason field.
   Code	Enter a unique code as the internal identifier for this option.
   Description	Enter a description for this option. The description only appears in this window, and is not displayed in the Correction Reason field.
   Sequence	Enter a sequence number to control the order of the options in the Correction Reason field. Options without sequence numbers are displayed first, followed by numbered options in ascending order.
   	Tip: It is advisable to leave gaps between the sequence numbers, such as 5, 10, 15. This allows new options to be added to the list at a later date, inserted between existing options. Otherwise, the sequence numbers of existing options must be changed to allow for the new addition.

3. Click Save & New to save the option and clear the form to enter another receipt correction reason, click Save & Close to save and close the window, or click Close to close the window without saving the option.

   

   The Status panel is displayed once a correction reason has been saved, or when viewing an existing correction reason.

   Active	Marks the option as active and available for use. If unchecked, the option remains as part of any existing corrections, but cannot be selected for new corrections.
   Created By	Identifies the date and time the option was created, and the user who created it.
   Last Modified By	Identifies the last date and time the option was changed, and the user who made the changes.