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  1. Click on the Transactions tab

  2. Under the Transactions section click the Add button

  3. Enter the transaction details in the appropriate fields as illustrated below (required fields are outlined in red)

    • Amount the total amount of the transaction

    • Date - this represents the date the transaction is to be or was added.  Note: If no date is set, it will use the current date

    • Posting Date - this is the date used by reports if you are using 'Financial Settings'. The date entered here in this case will be used on reports to indicate when the transaction is to be effective, i.e. you want the transaction to be effective and be reported on using this date. Details on posting date can be found in Financial Period / Posting DatesNote: If no posting date is set, it will automatically use the 'Date' field entry, or if not set, it will uses the current date

    • Service select which service from the pick list to apply the transaction to. Any one time services will show here as well as any services existing on the user account. User account services will be tagged with a unique ID which is how you differentiate them from the general one time services configured on the setup tab

    • Detail - this value will be shown on invoices that display detailed transaction information. It is recommended that the detail be short and informative

    • Period Start / Period End select the start and end date for the transaction. This value is usually entered when a service is specified above so that the account owner can see which time period the transaction for the service was applied for

    • Tax Exempt if selected, all taxes will be exempt for this transaction

  4. Click the Save button to add the transaction, or Save/New to add another transaction

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Any usage associated to the transaction (where the transaction was generated due to billing out of usage) will be reset so that it can bill again.  This is similar to the process of voiding invoices where usage is reset so that you can bill it again.

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Payments and credits will display on an open invoice (if an invoice is presently open) or they will display on the next created invoice on the account. You cannot manually change which invoice a payment or credit will be displayed on (Note: Payments and credits will display on an open invoice (if an invoice is presently open) or they will display on the next created invoice on the account.), however there is a method via which you can trigger the system to assign a payment/credit if you are going to void the invoice where said credit or payment is already displayed. See section below:

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  • UDRHistoryBasicOwnerReport (Credit)

  • UDRHistoryBasicUserReport (Credit)

  • UDRHistoryOwnerReport (Credit)

  • UDRHistoryUserReport (Credit)

See the Roles – Adding Roles, Setting Role Permissions and Importing guide for instructions on adding permissions.

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  1. Click on the Invoices tab

  2. Click the check box to select the closed invoice

  3. Click the Open button

    • Click OK on the 'invoice might have been sent' warning message if one appears

  4. Process the payment by adding a payment manually, processing a credit card or adding a batch payment:

    • Adding a Payment in EngageIP and Processing the Payment in Another Application:

      • Load the Transactions tab

      • Locate the Payments section and click the Add button

      • Fill out the Add Payment form (the fields in red are required)

        • Amount - enter the amount of the payment to be recorded on the account

        • Date - select the date the payment was applied to the account

        • Posting Date - select the date you want the payment to be recognized on for reporting purposes

        • Detail - comments or details about the payment

        • Check # - this field will be displayed if the check was selected as the payment type.  Enter the number of the check used for the payment

        • Card Type - this field will be displayed if Credit Card was selected as the payment type. Select the type of credit card used for the payment

        • Automatic Disbursement - check this if you want the payment to apply automatically to invoices to pay down their balances. It will pay down the oldest invoice with a balance first

        • Deposit - this is only to be used if you want the mark the payment as a deposit. As a deposit it will not disburse to any invoices and will not count towards overall account balance until you mark it as a regular payment again. More detail here: https://kb.logisense.com/?p=2693Handling Account Deposits

      • Click the Save button when finished and the Payment will appear on the Transactions tab

    • Adding a Payment in and Processing the Payment in EngageIP:

      • Load the Tools tab

      • Under the heading Tools and Utilities click Make Payment

      • Fill out the Make Payment form

        • Payment Type - define what payment type you will be processing

        • Amount - enter the amount of the payment to be processed

        • CVV - card verification value, a short security code found on credit cards which are used to combat fraud

        • Automatic Disbursement - check this if you want the payment to apply automatically to invoices to pay down their balances. It will pay down the oldest invoice with a balance first

        • Deposit - this is only to be used if you want the mark the payment as a deposit. As a deposit it will not disburse to any invoices and will not count towards overall account balance until you mark it as a regular payment again. More detail can be found here: https://kb.logisense.com/?p=2693

      • Click the Make Payment button when finished to add and process the payment

  5. Click the check box to select the invoice on the Invoices tab

  6. Click the Close button

  7. View the invoice to confirm it shows the payment as expected by clicking the invoice ID link

  8. Deliver the invoice by checking the box beside it on invoice tab and click 'Email' or simply print the invoice

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Note: StatementDetailsRefund role permission rights will need to be granted to users who need to issue refunds, override transaction refund amounts or view transaction refund details on the Transactions and Invoice tabs. See the Roles – Adding Roles, Setting Role Permissions and Importing guide for instructions on adding permissions.

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