Payment Status

Module:    Accounting

Overview

Use the Payment Status tab to view payment transactions that have been created and paid. You can view details of any transaction by choosing Zoom.

To access this program, select Contract Master (program #548) from the main menu of SBN, and then choose the Payment Status tab.

The Payment Status Tab

The following graphic shows the Payment Status tab after work orders have been created and payments have been made. The columns show the payment history for this account.

Note: SBN displays a maximum of 1,000 payments for an account.

Field/Column Descriptions

The following table describes the fields and columns used in this tab.

Changing the Display Mode

The Payment Status tab contains two display modes:

• All Payments

• Inst Payments

You may choose Display Mode to toggle the view between the two display modes.

Changing the Group Mode

To use the Group Mode feature, turn on one of the following options and define option ba361:

• ba358

• ba359

• ba360

In the All Payments display mode, choose Group Mode to toggle the view between the individual and grouped payments.

Note: Action 548/48 controls access to this button and the corresponding Group Mode field.

Transferring Payments Between Accounts

In the Payment Status tab you can quickly transfer a payment that has been made against one account and apply it to an invoice on another account. You can only transfer positive payment amounts.

Note: The first invoice grid in the Payment Transfer window lists invoices to which the payment was applied first, followed by invoices where any remaining amount was applied as a generic payment.

Use the following steps to transfer a payment:

1.  In the Payment Status tab, select the payment that you want to transfer.

2.  Choose Pay Transfer.

  w The Payment Transfer dialog box appears.

3.  In the top section of the dialog box you must complete the following fields:

l    In To Account —— type the account to which you want to transfer a payment.   

l    In Date —— select the date on which you want the transfer to occur.

l    In Tran Code —— select a transaction code.

4.  In the first invoice grid, enter a check mark in the box to the left of the invoice from which you want to transfer a payment.

Note: You may select more than one invoice in the first invoice grid.

5.  In the second invoice grid, enter a check mark in the box to the left of the invoice to which you want to transfer a payment.

Note: You may select more than one invoice in the second invoice grid.

6.  Choose Save.

  w SBN confirms the payment transfer.

Applying Manual Payments

When unapplied payments exist on an account, the Payment Transfer window allows you to manually apply these payments to specific invoices.

Use the following steps to apply a payment:

1.  In the Payment Status tab, select the line of the Unallocated payment that you want to apply.

2.  Choose Pay Transfer.

  w The Unapplied Transfers dialog box appears.

3.  Select the invoices to manually pay. The Invoices Selected field displays the total amounts for the selected invoices.

4.  Choose Save.

  w SBN confirms the applied payment.

Making Payments or Adding Credits to an Invoice

With the View Invoice button, you can make payments, add credits to, or view an invoice. Options callURL and holdid must be on for you to link to a credit card/ACH processor outside of SBN.

Use the following steps to make payments, add credits to, and view an invoice:

1.  Select the invoice you want to credit.

2.  Choose View Invoice.

  w A window to an external credit card/ACH processor will display.

3.  Follow the instructions on the processor to continue with the selected invoice.

Note: If option holdid is on, the client or company ID will transfer to the external payment processor.

Viewing Aging on an Account or Contract

From the Aging window you can view information about the aging history of an account or contract. You can view any aging events by

•  Account

• Contract

Use the following steps to view aging history:

1.  In the Payment Status tab, choose Aging.

  w The Aging Contract/Account dialog box appears.

2.  To change the view of the Aging Contract dialog box, choose Toggle.

3.  When finished viewing the dialog box, choose Exit.

Viewing Details of an Invoice or Payment

You can view, but not change, details about an invoice or payment in the Payment Status tab. There are two ways to view details:

• By details of an invoice

• By details of a payment made to this account

Viewing Details of an Invoice

You may view the items billed on a selected invoice. The window contains fields for viewing Invoice Details information for each batch.

Use the following steps to view details on an invoice:

1.  In the Payment Status tab, select the invoice for which you want to view details.

2.  Choose Zoom in/out of Sublevel.

  w Invoice Details window appears.

3.  Choose Exit to close the window.

Viewing Details of a Payment (Transaction)

You may view details of a selected payment.

Note: If you choose Zoom on an Invoice or Credit, the Invoice Details window opens. The Transaction Details dialog box only opens when you choose Zoom on a payment.

The following graphic displays the Transaction Details dialog box.

Use the following steps to view details of a payment:

1.  In the Payment Status tab, select the payment you want to view.

2.  Choose Zoom.

  w The Transaction Details dialog box appears.

3.  Choose Close to close the dialog box.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.