Credits/Payments(for provider)

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Payment is an amount of money paid by the billing users for ordered services.

The Credits/Payments module allows you to use a number of functions for payment management. You can view detailed information about your customers' payments, edit personal data, switch to user panel, and so on.

This module provides information about payments effected by all the customers registered in the billing system. Information about a particular customer can be found in the Customer management module -> Payments.

For more details, please read the article Debiting the client's account.

Module «Credits/Payments»
Image:T-bullet.gif View a list of payments
Image:T-editlist.png View detailed information
Image:T-edit.png Edit payment
Image:T-delete.png Delete payment
Image:T-setpaid.png Process payment
Image:T-print.png Print invoice
Image:T-credit.png Print invoice in PDF
Image:T-mail-fwd.png Send invoice via Email
Image:T-filterhappy.png Filter
Image:T-filter.png Filter the payments list
Image:T-sendmsg.png Send message
Image:T-go.png Switch to User panel

View the payments list

  • ID - payment unique identifier.
  • Invoice number - number of the invoice.
  • Date - date when the payment was effected.
  • Payer - name of a payer a transaction is associated with.
  • Payee - payee name.
  • Payment method - method that was used when effecting the payment.
  • Total - total amount due.
  • Amount in native currency - amount due in the currency of the project.
  • Status - transaction result:
    • In-progress - the invoice has been made out and is currently being processed by the system.
    • Pending - funds have been credited under the payment order copy, but the result is not available.
    • Paid - payment has been successfully processed and customer's funds have been credited on the provider's account.
    • Fraud - payments that are likely to result from fraudulent transactions. The funds are added back to a bank.
    • Not paid - hows whether invoice has been already paid or not.

Edit payment

To edit a payment, locate the payment you wish to edit, click the "Edit" icon and modify the settings you want to change.

Module «Payments»

Basic

  • Invoice number - enter the invoice number.
  • Date - provide a creation date.
  • Payment document number - enter a number of the payment document.
  • Pay date - provide a due date.
  • Payer - select a payer from the drop-down menu.
  • Total - enter the total amount due.
  • Expense - enter the amount that was paid.
  • Currency - select a currency you want to use for payments.
  • Native currency amount - amount due in the currency of the project.
  • VAT rate - provide a VAT rate (in %). This value can be set in the Company module - Taxation rules. Image:b-adv.png Image:b-corp.png
  • Status - enter a transaction result:
    • In-progress - the invoice has been made out and is currently being processed by the system.
    • Pending - funds have been credited under the payment order copy, but the result is not available.
    • Paid - payment has been successfully processed and client's funds have been credited on the provider's account.
    • Fraud - payments that are likely to result from fraudulent transactions. The funds are added back to a bank.
    • Not paid - the payment has not been received by the provider.
  • Payment method - select a required payment method.

Details

  • Transaction information - detailed information about payment that is sent by the payment system.
  • 'Notes - any information related to the selected payment.

Delete payment

To delete a payment, select it from the list and click the "Delete" icon. Confirm that you wish to delete the payment by clicking OK on the following form.

Note You cannot delete the payment that has been already made out.

Process payment

This function is used to process the payment, once the payer has credited the provider's account. To do so, select a required payment and click the "Set paid" icon. Confirm that you want to process the selected payment by clicking OK in the following form.

Print invoice

To view and print an invoice, select it from the list and click the "Print" icon. A new window will open. You can print the invoice using your browser's print function.

Print invoice in PDF

This function can be used to print invoices in PDF. You need first go to the Features module to activate the "Create PDF" feature by clicking the icon Image:p-on.png. In the Global settings module provide the path to the PDF converter file.

To print an invoice as a PDF document, select it and click the "Save" icon. A new window will open. You can print the invoice using your browser's print function.

Send invoice via Email

After you have activated all of the required features for printing the invoice as a PDF document, you will be able to send PDF invoices to your customers via email.

Select an invoice and click the "Send" icon. Confirm that you want to send the selected invoice to the customer's email address by clicking OK on the following form.

All the invoices that are generated automatically will be sent with notifications to the customer's email address.

Filter

Use this function to set filter by customer. Select a payment and click the "Filter" icon.

Once the filter is set, the list will be filtered by the customer who effected the payment. You can clear the filter that you have previously set by clicking the "Remove filter" button.

Filter the payments list

You can use the list filter to search the information about payment by specific parameters. To initiate searching, click the "Filter" icon and fill out the form. You do not need to fill out all the fields. The search can be carried out by the ID, invoice number, dates, payer or payee, payment amount, its current status, payment method, clients who have active products and to whom documents should be sent.

Once the filter is set, the list will be filtered by the selected parameters(s). You can clear the filter that you have previously set by clicking the "Remove filter" button.

Send message

You can send a message to your customer(s). Click the "Message" icon and fill out the form.


Module «Payers»
  • Category - select a category corresponding to the message topic. For more information please read the Categories module.
  • Automatically assign new tickets to me - check the box to self-assign new tickets.
  • Send only to customers with the corresponding language - check the box to send the message to customers who selected a certain language in the settings form.
  • Subject - enter a message theme.
  • Text (Auto complete) - type a text of your message. Following the "Auto complete" link will paste the pre-defined text that you can create in the Message template module.
  • Show additional fields - click the link to view the hidden fields.
  • Attach files - provide a file you want to attach or select one by clicking the "Search" button. You can then attach this file to an email notification.

Switch to User panel

Sometimes you may need to access the control panel with user access privileges. Select the payer from the list and click the "Enter" icon.

Once logged in, you may view and manage the control panel as the selected user.

To return to your login level, click the link next to the welcome line.

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