Fields and controls
Buttons
Process Payments
Click Process Payments to process payments and create receipts.
- Paya processes all selected payments.
- Accounts Receivable creates a receipt for each payment that is successfully processed.
- Accounts Receivable creates a receipt batch with the date specified in the Invoices Due On or Before field used as the batch date. If you use multiple processing codes, a separate receipt batch is created for each processing code.
- When processing is complete, a message displays summary information about payments that were successfully processed. If any errors occur while processing payments and creating receipts, a message displays detailed information about each error.
Tip: If any payments were not processed, or if any receipts were not created, print this message to create a record of errors that you need to resolve.
- If you select Print Receipts After Processing Payments, the A/R Receipts report screen opens after Sage 300 processes payments and creates receipts. By default, the numbers of the first and last Accounts Receivable batches created while processing payments are specified in the From and To batch number fields.
Restore Defaults
Click Restore Defaults to restore default values in the From/To fields (that is, to reset filters so that all pending invoices appear in the table).
From/To Customer Number
Specify a range of customer numbers for which to view pending invoices, or accept the default entries in these fields to view pending invoices for all customers.
From/To Customer Group
Specify a range of customer groups for which to view pending invoices, or accept the default entries in these fields to view pending invoices for all customer groups.
From/To Invoice Number
Specify a range of invoice numbers for which to view pending invoices, or accept the default entries in these fields to view all pending invoices that are due on or before the date specified in the Invoices Due On or Before field.
From/To Processing Code
A processing code specifies the bank, currency, and merchant account that will be used to process a credit card transaction.
If you use multiple processing codes, you can specify a single processing code or range of processing codes for which to view pending invoices, or accept the default entries in these fields to view pending invoices for all processing codes.
If you process payments that use multiple processing codes, a separate Accounts Receivable receipt batch is created for each processing code.
From/To Terms Code
Specify a range of terms codes for which to view pending invoices, or accept the default entries in these fields to view pending invoices for all terms codes.
Invoices Due On or Before
Invoices that are due on or before the date specified in this field appear in the table, allowing you to process payments for them.
- This date is used as the batch date for receipt batches created when you process payments.
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If you allow terms discounts for credit card payments, invoices with terms discounts do not only appear in the table if they are due on or before the specified date. They also appear if a terms discount is available on the specified date. For example:
An invoice for one of your customers is due on June 30, but it includes a terms discount if it is paid before June 10. In the Invoices Due On or Before field, you enter June 4. The invoice appears in the table, even though it is due after June 4, because the terms discount is available on June 4.
If you have an invoice with terms discounts that is set up to be paid in multiple payments (for example, three monthly installments), all the outstanding payments for the invoice appear in the table. For such invoices, take care not to process payment for all the outstanding payments.
Print Receipts After Processing Payments
Select this option if you want to print receipts for the selected documents after you process payments and create receipts.
If you select Print Receipts After Processing Payments, the A/R Receipts report screen opens after Sage 300 processes payments and creates receipts. By default, the numbers of the first and last Accounts Receivable batches created while processing payments are specified in the From and To batch number fields.
Table
If you want to process payments for a range of invoices, you can use the filters on the A/R Process Credit Card Payments screen to specify criteria, and then click the Apply button to see documents that match the criteria you specified.
In the detail table, all documents are selected by default. If you do not want to process payment for a document, clear the check box in the left column.
Tip: If you want to process payments for a small number of the documents that appear in the table, modify your filter criteria to produce a smaller set of results, or clear the check box at the top of the detail table (to clear all selected documents) and then manually select the documents for which you want to process payments.
Overview
Use the A/R Process Credit Card Payments screen to process credit card payments for multiple pending invoices (invoices with outstanding payments), and to create receipts for the processed payments.
When you process payments, they are added to a receipt batch that is created automatically. If you process payments that use multiple processing codes, a separate receipt batch is created for each processing code.
Note: The date specified in the Invoices Due On or Before field is used as the batch date for these receipt batches.
Selecting Documents
By default, this screen displays all pending invoices that are due on or before the date specified in the Invoices Due On or Before field.
If you allow terms discounts for credit card payments, invoices with terms discounts do not only appear in the table if they are due on or before the specified date. They also appear if a terms discount is available on the specified date. For example:
An invoice for one of your customers is due on June 30, but it includes a terms discount if it is paid before June 10. In the Invoices Due On or Before field, you enter June 4. The invoice appears in the table, even though it is due after June 4, because the terms discount is available on June 4.
If you have an invoice with terms discounts that is set up to be paid in multiple payments (for example, three monthly installments), all the outstanding payments for the invoice appear in the table. For such invoices, take care not to process payment for all the outstanding payments.
If you want to process payments for a range of invoices, you can use the filters on the A/R Process Credit Card Payments screen to specify criteria, and then click the Apply button to see documents that match the criteria you specified.
In the detail table, all documents are selected by default. If you do not want to process payment for a document, clear the check box in the left column.
Tip: If you want to process payments for a small number of the documents that appear in the table, modify your filter criteria to produce a smaller set of results, or clear the check box at the top of the detail table (to clear all selected documents) and then manually select the documents for which you want to process payments.
If you want to print receipts after processing payments, select the Print Receipts After Processing Payments option.
Processing Payments and Creating Receipts
After selecting documents and specifying print options, click the Process Payments button to process payments and create receipts for the documents you selected.
- Paya processes all selected payments.
- Accounts Receivable creates a receipt for each payment that is successfully processed.
- Accounts Receivable creates a receipt batch with the date specified in the Invoices Due On or Before field used as the batch date. If you use multiple processing codes, a separate receipt batch is created for each processing code.
- When processing is complete, a message displays summary information about payments that were successfully processed. If any errors occur while processing payments and creating receipts, a message displays detailed information about each error.
Tip: If any payments were not processed, or if any receipts were not created, print this message to create a record of errors that you need to resolve.
- If you select Print Receipts After Processing Payments, the A/R Receipts report screen opens after Sage 300 processes payments and creates receipts. By default, the numbers of the first and last Accounts Receivable batches created while processing payments are specified in the From and To batch number fields.