Cash Matching with Asperato

Cash Matching with Asperato

Automated Cash Processing

If you have selected the Enable Automated Cash Processing field in the Asperato Settings (FF) custom setting, then a cash entry will be automatically created to represent the payment. This is matched to the associated sales invoice or billing document. The automated cash matching process is triggered once Asperato has updated the stage of the payment to “Collected from Customer” to indicate payment has been received.

Automated cash processing occurs simultaneously for card and other payments that are collected immediately by Asperato. Because multiple payments are processed at the same time, this typically takes less time than when payments are processed consecutively as described below.

If an error occurs during the cash entry and cash matching process, then a payment worker is created with an error log with details of the error.

After you have corrected the error:

  1. Click the Payment Workers tab to display the Payment Workers homepage.
  2. Locate the payment worker.
  3. Click Process Payment.

Once a payment worker item has been successfully processed, it is deleted.

In some circumstances the cash entries are created and matched by a scheduled batch. This is an asynchronous process that can take longer to complete.

Asynchronous processing occurs when any of the following conditions apply:

  1. Asperato updates the payments to "collected from customer" in bulk.
  2. Several payment workers are processed at the same time. For example, after correcting payment errors.
  3. Enable Auto Cash Processing is deselected. See "Non-Automated Cash Processing" for further information.
Notes:

Card payments are always processed individually by Asperato. However, Direct Debit has a built-in delay, while payments made using this method are processed by the bank. Confirmation of successful payments made using Direct Debit are received in bulk, and Asperato updates the payment stage in batches of up to 100.

Warning:

We recommend that you do not manually override the payment stage of payments if the Enable Automated Cash Processing field in the Asperato Settings (FF) custom setting is enabled, as this can create cash-matching errors. For example, a series of payments are at the "Collected from Customer" payment stage. If this payment stage is manually reset to "Awaiting Submission" and then back to "Collected from Customer" while the cash matching process is underway, this creates duplicate cash entries.

When cash entries are created and matched by a scheduled process there might be a delay in updating the customer’s account. This depends on how often the Payment Processing Apex job is run and at what time. For example, if you run the scheduled Payment Processing Apex job at midnight, the cash entry might not be created until the next day. In this situation, the date of the cash entry would differ from the date on which the payment was made. Any associated cash matching histories and cash matching journals will use the cash entry date.

Non-Automated Cash Processing

If you have deselected the Enable Automated Cash Processing field in the Asperato Settings (FF) custom setting, then cash entries are not automatically created and matched for your payments. Instead, a payment worker is created for each payment. This can be used to create and match the cash entries at a later time.

The following options can be used to create and match the cash entries:

  1. Run the FFASPPaymentScheduler scheduled job to process all available payment workers.
  2. Manually process an individual payment worker.
  3. Create a custom process.

To manually process a payment worker:

  1. Click the Payment Workers tab to display the Payment Workers homepage.
  2. Locate the payment worker you want to manually process.
  3. Click Process Payment.
Note:

If you do not want to manually create and match the cash entries, you can delete any unwanted payment workers. You might want to do this if you have created a custom process to perform this task.

Canceling Payments

Credited Invoices

If you want to prevent a customer from paying an invoice that has already been credited, you must amend the payment's Payment Stage to "Expired". You might want to do this, if for example, you have issued a credit note for a sales invoice or billing document.

To do this:

  1. Navigate to the sales invoice or billing document you want to cancel payment for.
  2. Click the payment link displayed on the sales invoice or billing document. For example, PAY-000000000.
  3. Change the payment stage to "Expired".
  4. Click Save.

Refunding Payments

If you want to refund a customer payment made with the Asperato Integration, we recommend using the following process:

Manually create a sales credit note or convert the sales invoice or billing document you want to refund into a credit note, according to your preferred accounting procedure. For more information see the Accounting Help and the Billing Central Help.

Navigate to the sales invoice or billing document you want to refund payment for.

  1. Select Payment.
  2. Click View.
  3. Click Refund.
  4. Enter the amount you want to refund.
  5. Click Process Refund.

After you have completed the refund, manually create a cash entry of the type "Refund",and match it with the credit note using Accounting, according to your preferred accounting procedure. For more information see the Accounting Help.