Payments
PCR-360 allows for reporting and tracking Payment activity against GLA balances. Once entered 'Payments' cannot be deleted only Voided or Reversed.
Grid
Billing Payments Grid
The 'Payments' grid can be found at Admin > Billing > Payments. This grid allows Users to search, sort, and report on any Payments entered automatically or manually into the application.
Process Selected
Click the
Reverse Selected
Click the
Void Selected
Click the
View Receipt
Click the
Payment Receipt
Form
Management Payment Form
The 'Manage Payment' form allows the User to create and edit any existing Payments and attach these Payments to 'Payment Batches'.
Account
Payments are applied to the selected GLA. The 'Account' picker is limited to Accounts Receivable GLAs only.
Batch
The 'Batch' picker provides the ability to associate Payments to a Payment Batch. Payment Batches are collections of Payments that can be processed together.
Description
The 'Description' is a 200-character field used for informational purposes.
Status
The current Status of the Payment. There are four statuses.
Pending: The Pending status is applied to newly created Payments. Pending Payments can either be processed, which will set the Status to Complete, or Voided.
Complete: Payment Processing sets the status to Complete. Once a Payment is processed it cannot be Voided or set back to Pending. To undo a Complete payment, it MUST be Reversed. Once Complete payments cannot be edited.
Reversed: Once Complete, a payment cannot be Voided, it can only be Reversed. Reversing a Payment negates the account Charges resulting from the Payment. Reversed payments cannot be edited.
Voided: Only Pending payments can be Voided. Voided payments cannot be edited.
Method of Payment
The 'Method of Payment' is a customizable list using the List Values . The default options are: Money Order, Check, Cash, ACH/Transfer, Mastercard, Visa, Discover, and Amex. This is used for reporting purposes.
Amount
The 'Amount' is the dollar amount of the Payment.
Payment Date
The 'Payment Date' field is used for reporting purposes.
Invoices
A single Payment can be applied to multiple Invoices. The 'Invoice' tab on the Payment form has a grid of the Invoices that allows the User to manually specify which Invoices are to be paid with a Payment. The
If no Invoices are specified manually, the oldest Invoices are automatically selected first when the Payment is processed. An entry is automatically added to the Invoice tab.
Remarks
Payments allow for entering and storing a series of 'Remarks'. These are informational only.
Attachments
Payments allow for uploading and storing file 'Attachments'. These are informational only.
User Defined Fields
Any other information required on a Payment can be entered using a 'User Defined Fields' such as Check Number or Reference Number.
Set a Primary Contact
The Primary Contact is the person responsible for a given GLA and is required on GLAs. If the GLA is created without a Primary Contact, then when a Payment is created, the resulting Charge will not have an owner and cannot be billed. Primary Contacts are required for Service Fees. The Primary Contact is also used as the "Bill to" person on Invoices (although the address is actually the Billing address on the GLA). Setting this will route Billing to that Contact as well as aid in quick identification of the primary point of contact. Simply select the Contact that should be Primary and click the
Note: There can only be one Primary Contact on any given record.
Payment Processing
Once manually triggered, the process verifies that the Payment is not part of a Payment Batch. If the Payment belongs to a Batch, the User is prompted to remove the Payment from the batch and process it individually.
'Payment Processing' loops over all the Invoices manually associated to the Payment from oldest for newest. If no Payments were manually assigned, it looks up the Invoices associated with the GLA on that Payment from oldest to newest. For each Invoice, the Payment Amount is increased, and the Current Balance is reduced accordingly. The Payment that is applied will reduce the total outstanding on the Invoice resulting in a Invoice with a status of "Paid in Full" or "Partially Paid". When the Payment amount is used up, any additional Invoice associations are removed.
If all Invoices on the GLA are Paid in Full and a portion of the Payment amount remains, then the Process generates an Account Credit. This credit is applied to the account using a special System Use Charge Catalog called 'Over-Payment Credit'. The credit is added automatically as a GLA Charge to the GLA on that Payment.
The last step of Payment Processing is to trigger the 'Update Accounts' Event to recalculate the account balances for the GLAs involved.
Payment Reversal
Once triggered, the reversal filters only Complete payments. Only Complete payments can be reversed. If any selected payments are not Complete, a message is displayed: “Some of the Payments specified are not Complete and cannot be Reversed.”
The process proceeds and attempts to reverse the remaining Payments.
The 'Payment Reversal' process examines all the selected Payments and checks the Status of each. If the Payment was associated with an 'Over-Payment Credit' and that credit has been Billed, Reversal fails. Otherwise, the Credit is deleted. Payments applied to all Invoices associated with this Payment are reversed. For each of those Invoices, the Payment Amount will be reduced and then Current Balance is increased accordingly. Then, the Invoice status is changed back to Billed or Partially Paid. The Payment status is changed to Reversed.
The last step of Payment Reversal is to trigger the 'Update Accounts' event to recalculate the account balances for the GLAs involved.
How to issue a credit Charge
In PCR-360 issuing a credit is as simple as adding a new Charge. The new Charge simply needs to be set up with a negative amount and the Charge will automatically be created as a credit rather than a debit for the relevant GLA.
Here are two example approaches to issuing credits that can be done in PCR-360.
Same Charge Catalog
In order to set a credit for the same Charge, simply add a new Charge of the same Charge Catalog and make the Amount field negative. This will ONLY work if the Charge in question is a Non-Recurring Charge. Otherwise, the effect would be to set up a recurring credit which would not be desirable. For this example, there is a $421 Charge that was applied to a Service incorrectly.
On the Service, Equipment, GLA , or Service Desk item select the
tab. For this example, a Charge will be added to a Service.Click the
button to add a new Charge.
This will open the 'Add New Charges' form.
Add new Charge Form example
Select the Charge Catalog that the credit needs to be applied to the Service. For this example, "Data Credit (Nonrecurring)" is being used.
Set a Charge Override Amount on the Charge as a negative value.
Negative Charge Amount Example
If the original Charge Catalog doesn't allow for a Charge Override Amount, then that flag will either need to be set on the Charge Catalog, or Users will need to use the How to issue a credit Charge option to create a Charge for a given Charge.
Add a Description to the Charge to indicate the reason for the credit. This Description will appear on the Bill for the Customer to review.
Click the
The credit for the Charge will now have been added and will be included in the next Bill cycle. The NRC Total will reflect both the credit and the debit.
Custom Credit Charge Catalog
In order to add a credit with a different Charge Catalog that is specific for "credits", there first needs to be a specific Charge Catalog for credits.
Setup Credit Charge Catalog
First navigate to Main > Catalogs > Charges.
Click the
Set the Name of the new Charge something like "Credit Charge".
Name field example
Set the Type to "Nonrecurring" for this credit Charge Catalog.
Leave the Default Amount blank and the Allow Override Amount checkbox selected.
Click the
Now this Charge Catalog can be used to create any credits that might be needed.
Add credit for the Charge
This process is nearly identical to manually adding any other Charge. From any of the Charge tabs on Service Desk, Services, Equipment, or GLA Catalogs:
Click the
button.Select the "Credit Charge" Charge Catalog that was previously set up.
Set a Charge Override Amount on the Charge as a negative value.
Negative Charge Amount Example
Enter any other needed information like the Owner or Description.
Click the
button to create the Charge.
This Charge will now be applied to the relevant item and ready to be picked up in the next Bill cycle.
Payment Events
Payment Events allow hooks for Escalations and Notifications. There are three hooks.
Payment Created: This Event is triggered whenever a Payment is created.
Available Data:
RECID
PAYMENT_BATCH
GLA
PAYMENT_STATUS
PAYMENT_METHOD
DESCRIPTION
PAYMENT_DATE
AMOUNT
IMPORT_FILES_FILENAME
Payment Updated: This Event is triggered whenever a Payment is updated. This includes status updates.
Available Data:
RECID
PAYMENT_BATCH
GLA
PAYMENT_STATUS
PAYMENT_METHOD
DESCRIPTION
PAYMENT_DATE
AMOUNT
IMPORT_FILES_FILENAME
Payment Status Changed: This Event is triggered whenever a Payment status is changed.
Available Data:
RECID
PAYMENT_BATCH
GLA
PAYMENT_STATUS
OLD_PAYMENT_STATUS
PAYMENT_METHOD
DESCRIPTION
PAYMENT_DATE
AMOUNT
IMPORT_FILES_FILENAME
Payment Import
'Payment Imports' provide the capability to Import Payments in bulk. Only Pending payments can be Imported. Payment statuses CANNOT be updated via the Import. Payment Imports CANNOT be deleted or reprocessed.
The following columns can be written with the Payment Import:
Account Number (GLA) - Required
Method of Payment (custom list) - Required
Description - Optional
Payment Date - Required
Amount (decimal) - Required
Batch Number – Optional
Must be a preexisting Payment Batch
Remarks (CLOB) – Optional
Added to Payment Remarks
UDFs
Payment API
Payments cannot currently be accessed via the API. This will be added in a future version.