Adding Batch Payments to Accounts

Summary

This article describes adding batch payments to accounts in EngageIP

Adding Batch Payments

To add batch payments, you can click the 'batch payment' link on the left hand side in the AdminPortal. The permissions for which are defined on the logged in users role.

To search for users that you want to add a payment to, either enter an account name  (or use the dropdown) or enter an invoice number (hit enter or tab to have it find that user). Once the invoice or user account has been found, the 'company' field will be updated for confirmation and you can proceed using the steps below to add a batch payment to that selected account.

Adding a Batch Payment to a Selected Account:

1. Click Batch Payments - this returns a list of already entered but not posted payments

2. Click Add button at bottom

3. Select the options as needed:

   • Account - select the account to which you want the payment posted

   • Invoice - cross check by clicking the invoice dropdown or enter an invoice name to search based on invoice

   • Amount - set the amount in dollars

   • Date - select a date -  by default today's date is set

   • Payment Type - select a payment type - these can be configured on the setup tab. Note: the user must have this payment type on their account in order for the system to allow you to add a batch payment of this type to them

   • Paying Invoices - enter the invoices you want to pay. You can enter more than one separated by a comma, the invoices need to exist on the customer. If entering a value here, the autodisburse check box will automatically be unselected and greyed out

   • Options - select the other options as needed including card type if required, detail, check number

   • Autodisburse (if not using Pay Invoices textbox) - select Autodisburse if you would like it to automatically be disbursed against the oldest invoice on the customer or leave unselected to manually do this later. When autodisburse is checked, as soon as the payment is posted, the system attempts to disburse it, as opposed to a standard XML import which will import with auto disburse flag but will wait for something else to trigger it to disburse.

   • Click Save or Save/New if you want to save the payment you just entered and go directly to a fresh input screen for more payments

4. Once done entering payments, you can then select the ones from the list by checking them off and click post to post them, or to post ALL payments in the list, click the PostAll button.  To delete check the box beside those batch payments you want to delete and click delete button

5. To review, check the batch payment report on the Reports tab and load a customer account you just applied a payment to

If you need to edit a posting date prior to posting the batch, you can click on the ID of the payment as shown in the top image, edit the fields as necessary, click save, then proceed to post the batch.

The batch can be posted one or a few at a time by checking the boxes and clicking 'Post', or simply by not checking any boxes and clicking 'Post All'. Post All will post all batch payments whether on the 1 page or not, if you have 300 for example but only 10 show, all 300 will get posted with post all.

Troubleshooting

Batch Payments are not Being Applied to Accounts

Batch payments are run as jobs in EngageIP and as such will not be executed unless the EngageIP Job Service is running on the Windows server and no other processes within EngageIP are causing the batch payment jobs to be queued (such as UDR Rating, which may delay other jobs in the queue typically from around 30 minutes to an hour).

If the batch payments are not applied within a short period of time (a few minutes) consult your system administrator to ensure the EngageIP Job Service is running.  For more information on EngageIP Windows Services see: EngageIP Windows Services Overview.

If the service is running and no other jobs are delaying the execution of the batch payments, contact LogiSense Support for assistance.