Creating One-Off or Manual Payments

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

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.

Creating 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 Enable partial payment field in the Asperato ONE custom setting is deselected, you cannot change the amount payable when making a payment with or without an authorization.

When part payment is made against an invoice and the Enable Automated Payments 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 Automated Payments 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.

Creating 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.