What is the payment section and how does this work?
This section is a ledger for the particular member. This can be accessed by clicking the payment section once inside the coworker’s account.
The current balance can be a positive figure (account in credit - money available to spend) or a negative figure (account is debt - money not paid for used services)
In the example above the ‘Current Balance’ is 0.
All invoices raised in the invoices tab (above Payments) can be seen in the payment section with a prefix (INVC) and are entered as debit figure in the ‘debit’ section. This is because the invoice is raised for the services (used or about to be used)
For the above example, invoices tab shows 4 invoices having a distinct number and amount. These are seen in Payment tab as debit.
All payments made by the member against an invoice is seen with a prefix (PAYM) in the ‘credit’ section followed by a randomly generated transaction number (this can change this as per requirement) The method of payment can be seen in the ‘payment section’ column
In the example above, 4 paid invoices are seen as payments.
The invoice against which the payment is made can be checked within the particular payment in the ‘Assign Payment to Invoice’ field. The system automatically does this when a payment is made via a Payment Gateway.
Recording Manual Payments
Admin can accept payment manual by a different method other than the gateway. Example by cheque or cash. This payment should be added to the system manually. The best way is to go to the invoice section and click on the mark as paid button.
This prompts to the next screen if the invoice should be marked as paid.
The next screen asks the method of payment.
Once a method is selected, the invoice will be marked as paid and the payment section will have a credit amount against the ‘PAYM’ entry. You can add a description to the entry by going inside the PAYM entry. If an admin accepts payment for an invoice by marking an invoice as paid in the invoice section the method of payment will be asked. In this case, the Payment section will show ‘PAYM’ followed by the invoice number for which the payment is being accepted.
If the balance is in credit (positive) - e.g. £50 and an invoice is raised £75, the credit balance (£50) is used to pay the invoice automatically. Since the amount of credit available is less than the invoice raised, the invoice will be paid partially. The current balance will then be -£25
This transaction will create three entries in the payment section:
Invoice (INVC) entry with a positive debit amount (£75). This is the amount for which the invoice is raised.
Payment (PAYM) entry with a positive credit amount (£50). This is the amount paid using the credit available.
Credit (CRED) entry with a negative credit amount (-£50). This is the amount you initially had as credit. But is now all spent for the invoice.
If an invoice is refunded or partially refunded, a negative debit (INVC) entry will be created and similarly a negative credit entry is created.
If an invoice is cancelled, a negative debit (INVC) entry is created which effectively has a positive effect on the current balance.