Payment Batches

Summary

The Payment Batches tool allows users to process and bundle payments into a group. The user can batch payments for one office or globally to other offices.

This feature expedites entering customer payments individually within the customer card. Payment Batches are also helpful because the user can export the batch, allowing easy comparison to a deposit slip.

Accessing the Payment Batches

To access the Payment Batches, go to:

Billing > Payment Batches.

Filtering the Payment Batches

To filter the Payment Batches, toggle these filters. If the desired result is not showing up, check the filters.

• Date: Limit results between specific dates in the Payment Batches.
• Batches: Select Batches to include.

Select Refresh to run the Payment Batches based on new filters.

Using the Add Payments section

The Add Payments section will allow the user to enter the customer payment information to add the payment to the batch.

Enter the customer's name in the Choose a Customer field. Once the user selects the customer, the next three fields to the right will autofill the following information:

• Choose a Customer: Choose a customer to add the payment to the batch.
  • The balance due on the customer's account.
  • The customer's account age.
  • If the customer has a frozen or active account.

The Select Method field will allow users to choose the payment type they will apply to the customer card. The user can choose "cash" or "check.” If "check" is selected, a new field will appear to the left of the "Amount" field for the check number.

• Search by Invoice: Search for the invoice by the invoice number.
• Amount: Enter the payment amount.
• Confirm Amount: Confirm the payment amount.
• Payment Notes: Add payment notes.
• Any Customers: Select the customer to apply the payment to.
• Any Subscriptions: This field will allow the user to select the subscription to apply the payment to. Once the user selects Any Subscriptions, a list of all the subscriptions for this customer will appear. If the payment needs to be applied to multiple subscriptions, the user can select all of the subscriptions here.
• Any Invoices: This field will allow the user to apply the payment to a specific invoice on the customer's account. Once the user selects Any Invoice, a list of all the outstanding invoices on the customer's account will appear. The user can select all the invoices here, if the payment needs to be applied to multiple invoices.
• Collections Agency Payment: This checkbox will flag the payment as a "Collections Agency Payment." Certain reports allow the user to filter using this flag.

Once the user enters the information, select Add to add the payment to the payment batch.

Selecting Add does not submit the payment to the customer card.

Repeat these steps until there is no more cash or check payments to add to this batch.

After selecting Add, the customer's payment will appear above the Finalize and Post Payments button.

The user will see the customer's name, payment method, check number (if applicable), the invoices these payments are being applied to, the total payment amount, and any payment notes that could have been added.

At this point, the user can still delete the payment by clicking on the red dot on the left side of the customer's name. Once Finalize and Post payments is selected, the user can no longer edit the information.

Viewing the Recorded Payments' Data Columns

These payments have been posted to the customer card but are still in the current payment batch. The user can add more payments to this batch before closing it, if needed.

The user can also export this list by selecting Export Excel.

• Customer: Displays the name of the customer for the payment.
• Payment Method: Displays the payment method.
• Recorded By: Displays the name of the employee that recorded the payment.
• Date Open: Displays the date that the payment was opened
• Date Closed: Displays the date that the payment was closed.
• Batch ID: Displays the identification number of the batch for payment.
• Collections: Displays the collections information for the payment.
• Check #: Displays the check number for the payment.
• Date Paid: Displays the date that the payment was paid.
• Amount: Displays the amount of revenue for payment.

Viewing the Recorded Payments' Footer

Below the Recorded Payments section is where the user can see the total for the current payment batch that the user is viewing.

Using the Close Batch Button

After all payment entries have been made, select the red, Close Batch button at the top. Once the user closes the batch, a date and timed stamped batch will be added to the Batch filter and kept for record-keeping and for easy reconciliation.

Import Lockbox Batch

Please see our guide on Lockbox Import Process for more details.