Single Payment for Multiple Invoices Overview

If you have configured the Asperato Integration correctly, both your internal users and your Community users can create a single payment for multiple sales invoices from an account.

Note:
This functionality is available for sales invoices only. Single payment for multiple billing documents is not supported.

When users create single payments for multiple invoices the following applies:

  • Payment records and links for the invoices in the payment are automatically expired and deleted. This prevents invoices being paid in full more than once.
  • Cash entries are created for each invoice included in the payment.
  • If a user creates a partial payment, payments are applied to invoices in due date order.
  • Invoices that are part paid have their outstanding amount updated and new payment records can be created depending on applicable settings. For more information, see the table below.
  • If multiple sales invoices are part paid, the payment amount is allocated in due date order. For the sales invoices that are part paid, a payment record with the total outstanding amount for each of the selected invoices is created automatically if the following settings are enabled:
    • Enable partial payment in the Asperato ONE custom setting.
    • Enable Automated Payments in the Asperato Settings (FF) custom setting.
  • Once the payment has been processed and marked as "Collected From Customer" cash entries are created and matched immediately. This occurs even if the Enable Automated Cash Processing custom setting is not enabled.
  • If a payment fails, the account payment details record is displayed with an error message if a user tries to make a payment against the invoice. The payment link displays as "Not Applicable" and users must delete the record and create a new payment.
  • Account payment detail records are deleted when a payment is cancelled. This allows you to create new account payment detail records for these invoices.

Payment Record Creation for Part Paid Invoices

When paying multiple invoices with a single payment, the same logic applies to the creation of new payment records for part paid invoices as when paying a single invoice. The applicable Asperato Settings (FF) custom settings, Asperato ONE custom settings, and authorization statuses are summarized in the following table.

Asperato Settings (FF)

 

 Asperato ONE

With Authorization?

 

Payment Record Created?

 
Enable Automated Payment

Enable Partial Payment
True False No Yes, with the outstanding amount.
True True No Yes, with the outstanding amount.
True False Yes Yes, with the outstanding amount and authorization.
False N/A N/A No. You must manually create a new record.