Posting Payments to Customer Accounts

To post a payment on an account, you need to find the account and then post a payment to it.

Posting Payments to Customer Accounts

Complete these steps:

  1. Click the Post Payment button from the Accounts Receivable toolbar.
  2. Search for and select the customer to whom the payment will be posted.
  3. When the customer has been selected, the Post A/R Payments screen appears displaying the customer's name.
  4. Enter the amount of Payment and either
    • Click the Auto Apply button to allow R.O. Writer to select which invoices to pay
      OR
    • Select the invoices by double-clicking on them. Then, enter an amount to pay that makes the Payment Balance for the invoice 0.00.

  5. Click the Post Payment button in the Accounts Receivable toolbar. The Accounts Receivable Payment Details window appears.

    The Accounts Receivable Payment Details window.

  6. Enter the amount in the Payment Amount field and click the ePayment button.
    • If a card is swiped that is not mapped to an ePayment brand, a message appears notifying you that the transaction was aborted.
    • If you still want to pay with the unmapped card, you can click the Other Credit Cards button to key in the card details manually.
  7. When the ePay login screen is displayed, enter your User Name and Password.

    The epay login window.

  8. Click the Login button. The ePay Status bar at the very top of the window walks you through the steps to complete the transaction.

    The Payment tab on the epay window with the epay status bar circled.

  9. Select if the cardholder is present and if the card will be swiped using the pin pad or manually typed and click the green Process transaction button.
  10. The customer selects credit or debit and confirms the amount.
  11. The customer swipes their card on the pin pad. The pin pad shows the transaction information.
  12. When the swipe is confirmed, the customer should sign the pin pad and press the pin pad's green button.

NOTE: If the Require Electronic Signature Validation option was selected in ePayment Configuration, you will be required to press the green Accept Signature button to continue or the red Reject signature button to finish the process.

  1. When the signature is accepted, you will be prompted to print a payment receipt.
    • The signature appears on the receipt.

The AR Payment receipt with electronic signature.

Rolling Back Payments to Customer Accounts

To undo or roll back a payment processed through ePayment in Accounts Receivable, first you need to find the exact payment and then reverse it.

To Find the Transaction

Complete these steps:

  1. Select the customer from the Edit Accounts button in the toolbar.
  2. Click the Rollback Payment button in the toolbar. The Rollback AR Payment window pops up.

  3. Enter the date the payment was posted.The Rollback AR Payment pop up window with a payment date entered.

  4. Double click on the transaction you wish to reverse.

The steps to reverse the payment are different if the batch has been closed or not:

NOTE: Batches are closed after the ePayment Batch Settlement report is run.

To Void the Payment if the Batch Has Not Been Closed

Complete these steps:

  1. In the list of customer transactions, double-click on the transaction you wish to void. The void ePay window opens.

    The epay window showing the completed transaction for the customer.

  2. The voiding process begins in PayPros on the pin pad.

    The refund request in the epay status bar on the pin pad screen.

  3. Wait for the voided transaction to process. The process details appear in the ePay Status bar at the top of the window.
  4. When the transaction is processed, you are returned to the list of transactions for that customer on that date.
  5. The payment will be recalled in Accounts Receivable during the batch settlement process.

To Void the Payment if the Batch Has Been Closed

Complete these steps:

  1. In the list of customer transactions, double-click on the transaction you wish to void. The void ePay window opens.

    The epay window showing the transactions to void.

  2. Double click on the transaction to void it.
  3. The process begins on the PayPros window.
  4. Press the green Process Transaction button.
  5. If you are required to capture the customer’s signature electronically, follow the instructions to do so.

  6. When the transaction is complete, the ePay window appears again showing that the transaction is voided.

    The ePay window showing the voided payment.

  7. The payment will be recalled.