Invoice Payments with Asperato

Some aspects of the payment options described below are controlled by the Asperato Settings (FF) custom setting. For more information, see Custom Settings.

Creating Authorized Payments

When an authorized payment is created, the following process flow occurs:

A sales invoice or billing document is posted for a customer account configured for authorized payments. The Payment Integration Method associated with each customer account must have an appropriate authorization set up.

If the Enable Automated Payments field in the Asperato Settings (FF) custom setting is selected, then the payment is created automatically.

When the payment has been collected successfully by Asperato, its stage is updated to "Collected from Customer".

If the Enable Automated Cash Processing field in the Asperato Settings (FF) custom setting is selected, then a cash entry is created and matched to the invoice.

Note:
If a partial payment is made against an invoice and the Enable Automated Payments field in the Asperato Settings (FF) custom setting is also selected, then an additional payment is automatically created for the outstanding balance. If the custom setting is deselected, you must manually create this additional payment.

Creating Community, Email, or Telephone Payments

When a sales invoice or billing document is posted for an account configured for Asperato payments without authorizations, the following process flow occurs:

1. A sales invoice or billing document is posted for an account not configured for authorized payments.
2. The payment is created automatically if the Enable Automated Payments field in the Asperato Settings (FF) custom setting is selected.
3. The payment link URL is generated.

Payment information can be presented to customers in the following ways:

• Email. If your administrator has added the payment link to your invoice email template then your customer can click the link to launch the payment console and enter their payment details.
• Community. If your administrator has added the Pay Now button to the Community page then your customer can click the link to launch the payment console. If your administrator has added the Make Asperato Payment link to the Community page, a modal is displayed allowing users to select the invoices that they want to pay. Users can only select invoices that belong to the same company and have the same currency.
• Telephone. If your administrator has added the payment link to your sales invoice page layout then you can click the link to launch the payment console.

Note:

If the Prevent Partial Payment field in the Asperato Settings (FF) custom setting is deselected, then the customer can make partial payments against a sales invoice or billing document.

Successful payments are updated to the stage "Collected from Customer". When the Enable Automated Cash Processing field in the Asperato Settings (FF) custom setting is selected, a cash entry is created and matched to the invoice.

Note:

If part payment is made against an invoice and the Enable Automated Payments field in the Asperato Settings (FF) custom setting is also selected, then an additional payment is automatically created with a zero amount.

The payment reference, payment link. and payment URL on the invoice and the Pay Now button on Community are updated with the details of this additional payment. If you send payment links to your customer by email, you must send them the link to the new, additional payment. Once the new additional payment link has been created, the previous payment link is invalid and cannot be used by the customer to make a payment.

Creating One-Off or Manual Payments

If the Enable Automated Payments field in the Asperato Settings (FF) custom setting is deselected or if an authorized payment has failed, you can create a payment directly from a sales invoice or billing document, provided the customer account is configured for Asperato payments. This configuration entails a payment integration method with Asperato set as the payment provider for the customer account.

You can create a payment and associate it with an invoice or a billing document in two ways:

1. Click Create Payment on the sales invoice or billing document.
2. Click the Payments tab, and click New to create a new payment and set the sales invoice or billing document field to reference the relevant invoice.

We recommend using the first method as this ensures the payment is associated with the correct invoice and that the cash entry and matching are successful.

1. Navigate to the detail page of the sales invoice or billing document that you want to create a one-off payment for. See "Viewing Sales Invoice Lists" in the Accounting Help for more information.
2. Click Create Payment.
3. You can choose to create a payment using an authorization set for the account, or create a payment without using an authorization set for the account. "Create Payment Without an Authorisation" is set as the default payment source.

Note:

If multiple authorizations are set for the account, the oldest authorization is the first displayed as available for selection. Only authorizations with a status of “In Force” are displayed.

To create a payment without an authorization:

1. Select a payment route option. Default payment route options are preselected in the Chosen list. To configure the payment route options preselected as "Chosen”, see “Default Payment Route Options” in the Asperato Settings (FF) custom setting.
2. A warning message displays if an active payment already exists for the invoice. If you wish to proceed, click Create Payment.

If the Prevent Partial Payment field in the Asperato Settings (FF) custom setting is selected, then the full amount payable is displayed when making a payment with or without an authorization.

If the Prevent Partial Payment field in the Asperato Settings (FF) custom setting is deselected, then the amount payable displayed when making a payment without an authorization is 0 and multiple payments can be made against a sales invoice or billing document. Authorized payments are created for the full value of the invoice if this field is deselected in the Asperato Settings (FF) custom setting.

When part payment is made against an invoice and the Enable Autopayments field is also selected in the Asperato Settings (FF) custom setting, then an additional payment is automatically created for the outstanding balance.

If the Enable Autopayments field is deselected in the Asperato Settings (FF) custom setting, you must manually create this additional payment.

Notes:

When creating a one-off payment without an authorization, the due date of the payment is set to today’s date, rather than the due date specified on the sales invoice or billing document. If a future date is set for a one-off payment without an authorization, Asperato cannot collect the payment. Setting the due date to today, rather than a future date, enables customers to make payments against an invoice ahead of time.

If you subsequently undo the matching of a cash entry, the payment is not updated and a new payment is not created. In this scenario you must create a new payment manually for the outstanding amount.

To create a payment using an authorization:

1. Select an authorized payment source from Payment Source. Authorized payment sources are displayed in the format “card type/last four card digits/Expiry date”.
2. Click Create Payment.

If a customer attempts to make a payment and the payment is declined, they are presented with a failure message. For more information on payment failure messages, see the Asperato documentation.