How To: Enter Payments

One At A Time

Manual payments do not process credit card or ACH payments.  They simply add a transaction to adjust the account balance and show the customer's payment on their invoice. It assumes you have processed the payment through through another accounting system or as a deposit to your bank account.

Payment will immediately be "disbursed" to an invoice balance and appear on the next monthly invoice.

Enter payments on the account where the invoices are listed (Invoice tab).  (Usually this is the Enterprise account, but if the account is set up with group billing, the invoices will reside on the Customer account)

  • Go to the Transactions Tab
  • In the PAYMENTS section, select Add

On the next screen, complete the information as follows:

  1. Amount - Enter the amount
  2. Date - You can leave the date (current date) or enter the date you actually received the payment
  3. Posting Date - can remain the current date
  4. Payment Type - select from the drop-down menu (Cash, Check, Credit Card).                        
  5. Detail - Information entered in this area will appear on the customer's invoice.
  6. Check # - Information entered in this area will appears on the Payments Report
  7. Card Type - Information entered in this area will appears on the Payments Report
  8. Automatic Disbursement - select this option if you want the payment applied to the oldest balances first
  9. OPEN BALANCE INVOICES - All invoices with a balance remaining will appear in this area.  If you want to apply the payment to a specific invoice, select the invoice (do not select Automatic Disbursement)
  10. Save   Note:  any boxed in red, must be completed in order to save the information

Credit Card Payments Processed Through Orion

If you have setup a credit card and/or ACH gateway through Orion and have credit card information for a customer, payments will be recorded at the time you record a credit card transaction.

Credit cards may be processed one at a time or in bulk.

One at a time

Enter payments on the account where the invoices are listed (Invoice tab).  (Usually this is the Enterprise account, but if the account is set up with group billing, the invoices will reside on the Customer account)

  • Go to the Tools Tab
  • In the PAYMENTS section, select Make Payment
  • Enter the Amount
  • Select Make Payment

Bulk Process

To be able to automatically charge a customer's credit card, it must be set up as Auto Pay

From the Tools tab, select Auto Pay (under the category Account Settings / Billing)

  • Place a checkmark in Auto Pay
  • Leave Payment Day set for "-0"

To run credit cards in bulk,

From you Partner account:

  • Select Setup tab
  • Select Bill Runs (Finance Section)

 

Click on the "Name" Credit Card Processing "Bill Run"

  • Name - Leave as is
  • Enabled - Check box
  • Start billing at this date / time - Enter date and time in the past.  This will kick off the process immeidately
  • Bill customer between - Enter 1st of previous month (if in October, enter Sept 1st)
  • And - Enter 1st of current month (if in October, enter Oct 1st)
  • Credit Card - Check box
  • Posting Date Month - Enter current month
  • Posting Date Year - Enter current year
  • Disable Bill Run After Billing - Check box
  • Bill Run Collection Type - select one of three options
    • Due Date - processes payment for closed invoices that are due
    • Payment Day - processes payments based on the invoice due date
    • User Balance - processes payment equal to the balance on the account
  • Save

 

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