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Adding Debit Transactions:
Click on the Transactions page
Under the Transactions section click the Add button
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 Dates. Note: 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 page
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
Click the Save button to add the transaction, or Save/New to add another transaction
Reversing Debit Transactions
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Payments will not apply to a transaction that has been reversed. If a payment disbursement was recorded with the transaction it will be removed from the list instead of displaying a negative value.
Debit Reversal Process:
Ensure invoice is opened first if you want the original transaction to disappear from that invoice (related to 'Exclude Reversal' on invoice template).
Load the Transactions page
Look in the Transactions section and find the Invoice number for the debit you wish to reverse
Load the Invoices page
In the Invoices section locate the invoice by it's number
Check the "Status" column to ensure the invoice is Open
Load the Transactions page
Select the check box next to the transaction to be reversed
Click the Reverse button. When the page reloads the transaction detail should include (Reversed Credit Transaction #X)
If you followed Step 1 above, you should now Close the invoice
Load the Invoices page
Select the check box next to the proper invoice number
Click the Close button
If you followed Step 1 above, review the invoice to confirm that the reversal is listed
Payment / Credit Transactions
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Note: If an account is cancelled and a credit transaction is added, the system will create an invoice for that credit to appear on. If there is more than one credit on the account when a bill run is executed, it will create one invoice for all the credits at that time. This requires that a bill run fires and the bill group has 'close invoices on canceled accounts' selected. The bill run will then look for accounts in the bill group where a credit exists unattached and will generate, close and deliver (based on bill run settings) that invoice. |
Load the Transactions page
Locate the Credits section and click the Add button
The Add Credit Page will load, populate the details as noted below the image:
Enter the Amount of the credit
Select the Service to apply the credit to from the pick list. NOTE: The service list shows ‘Once’ bill frequency services from the setup tab, or unique user services (with associated IDs) that have billed out on the account, appended with (#12345) for example.
Select the date and date range for which you would like the credit to be reflected in reports
Enter a brief description of the credit in the Detail text box
The Automatic Disbursement option is not selected by default. To add this credit and have the option to manually disburse it to a specific invoice at a later time, leave this option unchecked. Checking it will result in the credit being disbursed to the oldest invoice with any carry over amounts being applied to the next sequential invoice
Optionally here you can immediately select which invoices to disburse to instead of using automatic disbursement check box. To use it, enter all the information above as needed, then check the box beside the invoice you would like to disburse to (one with a balance) and proceed below
You can also Tax Exempt the credit by selecting the Tax Exempt check box
Click the Save button to apply the credit to the account, or Save/New to apply and add another credit
Usage Credits
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New feature in EngageIP 8.5.26.0 |
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To apply the credit do the following:
Determine the account and event that needs to be credited (i.e. you should know usage details such as the terminating phone number)
Load the Account that needs to be credited
Load the Reports page
Under the Account Reports heading click the UDR History report
By default no data should be displayed without filtering
Click on a heading on the list (Terminating Identifier, Date, etc.) and click the enter key in the Min text box to trigger the list data to load
When the data loads determine what you need to filter by to narrow the list down to the record, or records you need to credit (in the sample image below the results are filtered down to a single Terminating Identifier)
Warning: the Credit button is a list action affecting every item in the report, NOT the items that are selected in the Select column. Filtering the list to only the items you wish to credit is essentialTo Credit a record (such as the one shown above) press the Credit button, the Credit button acts upon the records in the list so there is no need select the check box under the "Select" field
Note:to Credit multiple UDR Records simply filter the list down to the list of records you need to credit and press the Credit buttonAfter you click Credit a window will pop-up letting you select the service the credit will be issued against (for accounting / invoice presentation purposes). Type in the service name you wish to use and the text box will filter down to the matching service
Click Complete Credit and you should be notified that the Credit has been added to the job queue to be executed
You can validate that the Credit was issued by loading the Transactions page on the account and checking the Credits section. The Credit Applied should also appear on the customer invoice
Reversing Credit Transactions
Load the Transactions page
Locate the Credits section
Select the check box next to the credit to be reversed
Click the Reverse button at the bottom of the list
When the Transactions page reloads the credit Detail should include (Reversed Credit Transaction #X)
Adding Payments
When payments are added, they will show on the current open invoice (if one exists) or the system will display them in the payments and credit section of the next invoice to be opened. The reflection of the payment in the total balance tokens will only also be reflected if there is an invoice open, or it will calculate in with the previous balance on the next invoice (and total due on that next invoice).
To add a payment to a closed invoice so it will be reflected as paid with a zero balance, follow these steps:
Load the Invoices page
Click the check box to select the closed invoice
Click the Open button
Click OK on the 'invoice might have been sent' warning message if one appears
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 page
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: Handling Account Deposits
Click the Save button when finished and the Payment will appear on the Transactions page
Adding a Payment in and Processing the Payment in EngageIP:
Load the Tools page
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 in the Handling Account Deposits article
Click the Make Payment button when finished to add and process the payment
Click the check box to select the invoice on the Invoices page
Click the Close button
View the invoice to confirm it shows the payment as expected by clicking the invoice ID link
Deliver the invoice by checking the box beside it on invoice page and click 'Email' or simply print the invoice
Payment Types
Payment types are specified on the Setup page, under the link 'Payment Type'. Based on the backend type of payment being added and whether automatic disburse is checked, the system may attempt to auto select the payment type. In the case of the 'One Off Credit Card Payment' functionality on Tools page, there is no dropdown to select payment type, in that case, it first looks for one with backend payment type of Credit Card, then it looks to see based on your auto disburse check box, the best match. If multiple credit card options are listed, it selects the first it sees - i.e. with smallest ID.
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This allows you to refund partial amounts of payments, which is different then a complete reversal.
Load the Transactions page
Under the Payments section check the box next to the payment you wish to refund
Click the Refund button
Enter the full or partial amount to refund
Click the Save button
Reversing / Refund Payments
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Reversing /refunding a payment allows you to reverse the complete payment (not a partial amount. For partial amounts, use the Refund button)
Load the Transactions page
Under the Payments section check the box beside the payment or payments you need to reverse
Click the Refund button
The Payment should appear with the detail (Reversed Payment #X)
Deposits
See the Handling Account Deposits article.
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Options exist to disable the automatic disbursement logic so that you can manually go in and disburse those payments or credits to specific invoices (see ''Adding Credit Transactions' section above). If automatic disbursement was unset, you can manually disburse a payment or credit as follows:
Load the Transactions page
Click on the ID link for the payment or credit you wish to disburse manually
On the page that loads locate the Open Balance Invoices section
Check the box next to the invoice you want to apply the disbursement
Note: against only invoices with balances will be listedClick the Disburse button
Deleting a Disbursement
Load the Invoices page
Locate the Payment Disbursements By Invoice section
Check the checkbox in the Select column for the payment you want to re-disburse
Click the Delete button
Click OK when prompted with the 'are you sure' pop-up message
Once removed the payment or credit will show as "NO" in the Disbursed column, from there you can disburse them manually as needed.
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To Refund a Credit Card Transaction:
Load the Tools page
Select the Credit Card Refund option
Select the check box next to the Transaction to be refunded
Click the Refund button
Refunding a Select Number of Statement Details
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Permissions Required: 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 pages. See the Role Configuration guide for instructions on adding permissions. |
Process:
Load the customers account
Load the Transactions page
Under the Transactions section click the Refund button on the right
A pop-up window should appear
Select the transactions you wish to issue a refund for and click the Next button
As you can see on the image above, the total will change based upon which items are selected
Click the Next button
On the Create Refund window select the Payment Method
Note: the Refund amount can be adjusted at this point if you have the StatementDetailsRefund->OverrideSum permission enabled on your user role
Click the Ok button to issue the refund
Viewing Issued Refunds
If your user has the proper role privileges (StatementDetailsRefund->ViewRefunds) you can view the Transaction refunds on the Transactions page or the Invoicing page under the 'Transaction Refunds' heading.
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