Payment Allocation

User access

Access to the above is controlled by "Permission option " 62 when processing Client payments and by "Permission option" 78 when processing Supplier or Property Owner payments.

Unlike the " Payments" option, with this option you can enter payments and also apply payments and discounts and other adjustments to multiple transactions.

When this option is started in either "Clients " or "Property Owners and Suppliers" all Transactions are listed in oldest first order. This option is split into two major sections

1) New payment entry

2) Payment allocation

New payment entry

Payments are made in any supported currency. Once entered a payment can not be changed or deleted. Currencies are converted according to the rates defined in the "Currency Rates" option.

Please note: If you are using this option to allocate existing payments and/or to enter discounts you do not need to enter a payment. Go straight to the payment allocation information below.

Select the method

Select its source

Select the date

Select if the payment is a Deposit

Select the Payment account

Enter a Reference if there is one, for example a cheque number or card authorisation code.

Enter the Job number if this is a payment for a Job, especially if it is a Deposit

Enter the Payment value. This can be negative.

Enter a Card surcharge if defined with the "Payment account".

Select the Currency and select the " Make Payment" button.

Nominal Ledger postings are made when a payment is entered.

Supported Methods

Currency

A payment can be entered in either the currency which was used to make the booking or in your default currency . The conversion rate for each payment is applied at the time of making the payment.

Card details

If the payment is by card, the card form will be shown when the "Card" payment method is selected. The card details stored for this account will be shown, which can be amended. When the payment is completed these card details will be stored for the account subject to PCI-CISP configuration.

Online processing of card payments

If the " Payment account " is connected to an online Merchant processor then once the "Make Payment" button is selected this option communicates securely with the Merchant and authorises the transaction. This should take 5-30 seconds. If the transaction does not authorise you will be notified accordingly.

Swipe Card

Select this button and then swipe the Payment card. The details are read and decoded.

"Valid from" and CVV code

If "Valid from" is not selected in the "Settings " option you will not be required to enter the valid from period. accommres is PCI-CISP compliant and as such you may not be able to store the CVV code. Control this with the "Settings" option.

The authorisation code is recorded automatically in the case of online processed payments.

Jobs

When a payment is entered it can be allocated to a Job. This is important if a deposit or full payment is required before a Job can be started. If the Job number is entered then the job will be updated with the payment value.

Payment allocation

Once/if a payment has been entered, the amount of the payment is added to the "Pre-paid" balance for this account. Enter the value you want to allocate against a transaction in the "Payment value" column and/or the discount in the "Discount" column. You can enter multiple entries and you can enter positive values to enter a payment or negative values to "reverse " an entry if a mistake has been made.

If you are paying the full outstanding balance for a transaction you can enter "P" in the "Payment value" column. It will be interpreted as "Pay the full balance". This is quicker than entering the specific value..

If you want to add a reference with regard to a Discount enter it in the "Discount reason box" (bottom right). When the " Allocate values" button is selected the Discount entries are posted to the Nominal Ledger.

If you have a Credit Note which you want to offset against one or more invoices you can enter "P" in the "Payment value" column. The balance of the Credit Note will be added to the "Pre-paid" value which can then be allocated against other invoices.

When ready select the "Allocate values" button. All entries in the "Payment value" and "Discount" columns are processed and the " Pre-paid" value adjusted accordingly.

Currency

All allocations are entered in the currency of the transaction. They are deducted from the "Pre-paid" balance and currency converted from the "Pre-paid" balance to the transaction currency.

Once the balance is zero the transaction will no longer appear. However, tbhe transaction still exists and if you need to see it you can use the "Transactions " option or unselect the "Outstanding only" option.

Banking

Payments entered are reported using the " Banking Report".

PCI_CISP

If you are running accommres in PCI-CISP mode you will not be able to save the Card Security Number. It will be used to process one transaction and cleared. Control this with the "Settings " option.

Other payment options

If you are using an additional module for example accommres. It will probably have its own specific payment option, for example " Payments".