SmartFusion Modules > Billing > Cash Collections > Process > Enter Single Payment
SmartFusion Modules > Billing > Accounts Receivable > Process > Payments - Enter as CC Single Payment 

Recent Changes:  
6.201 
- Changed the logic for the 30-60 days past due to include all unbilled penalty transactions, if the setting "Allow penalties in 30-60 day UB balance" setting is checked in the "General" section of the Cash Collections System File.
- Receipt types marked as Inactive in the Receipt Types parameter screen will not be available.

6.193 - Set the default amount on the single payment screen if the receipt's default amount is greater than zero.
6.191 - Added 'Email Receipt' button which will be enabled only for the Normal mode and if the receipt type is for Utility Billing, Tax or Accounts Receivable module. 
6.189 - Updated the logic for determining balances for when Budget Billing is Activated
6.183 - Added Accounts Receivable payment functionality
6.175 - Added validation to check if the deposit batch being used belongs to a deposit that is locked.
6.166 - Populated the ybbobill (BudgetBillingAmount) field when a UB payment is made  

6.147 - Updated logic for Tax module so that a warning popup will display if there are notes flagged as warnings on the customer or property(Property and Bill notes) if 'Require user to view warnings' is set in the billing system file.

6.135 - Added '30 to 60 day past due balance' field that is visible only for Utility billing and if the UB system file setting 'Breakout past due balance on payment screens' is set.

6.131 
- Updated the tax discount calculation to use Number of Days for County tax customers and Discount End Date for non-County tax customers.
- Fixed issue where the screen would lock up when an account had an agreement on the account

6.130 - Updated the logic to look at the last bill run with printed bills instead of just the last bill run when determining Past Due Amount for Utility Billing  

Refer to bottom of page for changes prior to version 6.130

Introduction

Enter a payment through Cash Collections for any of the licensed modules

Explanation

This menu option is selected in order to make a single payment for any of the licensed modules. An appropriate receipt type will need to be setup in the Parameters settings before proceeding.

Single Payment Options

Deposit Date/Batch - optional
Receipt type - The type of receipt to print; Some of the menu options will change depending on the receipt type selected. If the "Standard Tax Bill Receipt" is being used, the user will be notified if there are exemption codes that do not use unique transaction codes.
Customer Number/Name - Click on the ellipsis to access the Customer Lookup.

Amount Due - This field will be auto-populated once the customer and location has been selected
Cash Tendered - This is the system default for amount tendered unless the option "Default Amount to Check" is selected
Cash Reference - This field will become visible if "Cash Tendered" is selected
Check Tendered - Amount of check for payment
Other Reference - This field will become visible if "Check Tendered" is selected
Credit Tendered - Amount of Credit Card for Payment
Credit Card Reference - This field will become visible if "Credit Tendered" is selected
EFT Tendered - Amount of EFT for Payment
EFT Reference - This field will become visible if "EFT Tendered" is selected and greater than 0.
Remainder Due - This field is auto-populated and is disabled
Change - This field is auto-populated and is disabled
Apply as Credit - If checked any amount over the due amount will be an overpayment. If the user always wants this check box checked when first entering the single payment screen for any module, set the cash collection system setting "Default overpayments to be applied as a credit" on.
Note - Can be used to put a note on the payment
Payment Date - Date the payment was received
Default Amount to Check - If checked the entire amount will default to the check Tendered field
3rd Party Agreement - Third party agreements is used to enter a third paty agreement on a customer
Account Balance - Total Account Balance This field is auto-populated and is disabled
Past Due Amount - The amount that is past due. This field is auto-populated and is disabled
30-60 days past due - The amount in the past due that is past due by 30-60 days. This is only visible for Utility Billing if the UB system setting to 'Breakout past due balance on payment screens' is set(This is based on current date, not the payment date) .
Receipt Number - This field is auto-populated and is disabled
User Id - This field is auto-populated and is disabled

Print Receipt (F11) - Print receipt
Save & Continue - Visible when accessing single payment through a menu item and only for receipt types not set to auto-print
Email Receipt - Enabled only for Normal mode and if the receipt type is for Utility Billing, Tax or Accounts Receivable module.( will be disabled for History mode). When clicked will show a modal window with the email address ( which will pull from customer for UB receipt type, from Property Tax detail for TAX receipt type if one exists) and allow the user to edit the email address if necessary and email a receipt. The 'Save Email Address' button is disabled for 'AR' payments.
Void Receipt - Ability to void a receipt
History - Payment History Listing

Tax Collection Payments

Mobile Home Payments

During the payment process if paying a tax bill that is a mobile home the user will be prompted if the bill is paid in full to assign a tag if available and if desired.

When voiding a payment that is a mobile home and a tag via any payment was assigned to the mobile home the tag will removed and the user can assign it a new status.

On Demand Penalty and Interest

If the On Demand Penalty and Interest interface is enabled and on when a bill is chosen any pending penalty and interest will be calculated based on the payment date. When the payment is accepted penalty and interest transactions will be added to the bill (even if it is only a partial payment) to that date.

Users cannot void a receipt if the payment in question had penalty and interest records created during the payment and there is another payment that has been made after. The same is true if there is a future payment that had penalty and interest associated with it. This is due to the fact doing so has the potential to change the amount of penalty and interest calculated.

Enter utility billing payments for bills using barcode

To use this one have to have a custom utility bill report with a bar code added or use the standard full page utility bill report. Once one has this prerequisite, one can then go to this page, select a UB receipt type and scan the bar code. Doing so will fill in the account number, customer location, and the current amount due for that customer/customer location.

Please refer to UtilityBillingGeneralSettings for more information about the setting required to produce the bar code.

Pay Early Discount

A yellow warning sign will appear next to the amount if a pay early discount has been applied to the property. The payment date along with the values configured on the Tax Years parameter form will be used when determining if the property qualifies for the pay early discount. This discount will always calculate based off the original balance due.

The Tax Transaction Code configured for the discount on the charge or adjustment transaction code will be used when created the discount transaction. If no discount transaction code is configured on the charge or adjustment transaction code, the discount transaction code on the Tax Years parameter form will be used as the default.

Changes Prior to Version 6.130

6.129 - If no third party agreement is selected, payments will be applied to a first party customer agreement for the customer if one exists. 

6.127 - disable "save and Continue", "Print", and "Ok", buttons when a payment is processing. This is to prevent a user from clicking on the button multiple times while a payment is processing and potentially cause the same payment to process multiple times. 

6.120 - Added a "Save & Continue" option for receipt types that are not set to auto-print  

6.109 - Correction to tax discounts to ensure the adjustment transactions are correctly distributed to the charges.

6.108 - Correction to payment date field to only recalculate totals if the property applies for a discount and the date field has changed.

6.106 - Corrected logic to look at Payment Date instead of Actual Date when determining if a property tax qualifies for a pay early discount.

6.105
- Fixed issue where partial payments cause discount to be calculated based on the remaining balance rather than the original balance.
- Partial payments will now also look at the discount transaction code configured on the charge or adjustment transaction codes. The discount transaction code on the tax year will still be used as a default if not discount transaction code is configured on the charge or adjustment transaction code.

6.104 - Fixed the Standard receipt and the Whole page receipt to display EFT payments if any and to display the correct applied as credit amount.

6.103 - All payment reference fields now allow 30 characters

6.95 - Added bar code scanning capability for UB bills. 

6.89 - Added Options and functionality for EFT Pay Types

6.83 - Corrected issue where a payment could be voided if it was already posted to ledger. 

6.81 - Fixed issue where the screen would lock if a pay early discount was applied.

6.70 - Change the the program to focus on the deposit batch selection if the option to require a deposit/batch is enabled in Bank Reconciliation settings.

6.65 - The inner exception message will now be displayed if any exceptions are encountered during payments.  

6.61 - Size of description column in the reason code drop down increased. Fixed potential issue when printing certain receipts and receiving an out of memory exception.

6.58 - Penalty calculation fixed for homesteaded bills, bankruptcy date not being honored during calculation, and having the minimum amount applied when no penalty was calculated. Interest calculation corrected when payment was on date interest was applied, bankruptcy date not being honored during calculation as well as having the minimum amount applied when no interest was calculated.  

6.55 - Fixed issue where the Ok button was enabled when in history mode and when clicked created invalid payments  

6.47 - Ability to use reason codes for tax payments has been added.  If it is required is based on the setup in the Tax system file.  

6.46 - Ability to edit on demand penalty and interest for tax payments has been added.  

6.44 - Corrected an issue where interest was being calculated when it should not have been.

6.43 - Changed the way that one enters information for the tax module. Now all that is required is for a user to enter the tax receipt type, the tax year, and the tax bill number. The tax type is no longer required and is automatically filled.
- Added support to enable the changing of the values for the amount due, amount tendered as cash, and amount tendered as check even if the the system setting to always put the amount owed into those text boxes exists. 

6.39 - If the On Demand Penalty and Interest interface is enabled and the setup for on demand penalty and interest is setup and chosen, pending penalty and interest will be calculated and transactions applied to the bill during the payment process.

6.31 - Added mobile home tag processing to the payment process.
- Payment Date has been added to the information grid when the screen is in history mode.  The existing date was renamed to transaction date.
Version 6.21
- Tax year drop down will default to the one set in the system parameter and if not set the first one for the current year.  Sort order has been changed to descending.
- The "Apply as credit" check box will now be automatically checked when the option is set in system parameters. If the option has not been set in system parameters, the check box behavior will remain the same.