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Official Accounts

Topics Discussed Below

Funding

Payment & Funding Management - VIDEO

Payment and Funding Types, Methods and Locations

Making a Payment

Viewing Funding History

Editing a Payment

Deleting a Payment

Funding

Organizations can make payments that apply to their statement balance. Before you can accept payments, you must determine the types, methods and locations you allow within your cairs.net.

A Type is considered what type of payment you are accepting, for example, a standard payment, late payment, etc.

A Method is considered what form of payment you are accepting, for example, cash, check, credit card, etc.

A Location is considered where your customer is making the payment, for example, in office, cash box, mail, etc.

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Payment & Funding Management

Payment and Funding Types, Methods and Locations

Payment and Funding Types

1.    Click on the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    There are three ways to Manage Payment and Funding Types

·         Within the tool bar directly above the Navigation pane, click the Payment and Funding Types button

·         Within the Actions pane, click the Payment and Funding Types link.

·         Within the Account list, double click on the account number, The Account window opens. Within the Billing Tools ribbon group, click the lower portion of the Funding button to access a dropdown menu. From the menu, select Manage Funding Types.

4.    With either option, the Payment and Funding Types popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.

5.    Within the field, type-in the type explaining the payment types you are applying to the account. For example, a type can be a standard payment, discrepancy, bad check, etc.

6.    Within the Actions ribbon group, click the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Payment and Funding Methods

1.    Click the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    There are three ways to Manage Payment and Funding Methods:

·         Within the tool bar directly the Navigation pane, click on the Payment and Funding Methods button.

·         Within the Actions pane, click the Payment and Funding Methods link.

·         Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, select Payment and Funding Methods.

4.    With either option, the Payment and Funding Methods popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.

5.    Within the field, type-in the method that explains what form of payment you accept. For example, cash, check, credit, debit, etc.

6.    Within the Actions ribbon group, click on the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Payment and Funding Locations

1.    Click the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    There are three ways to Manage Payment and Funding Locations:

·         Within the tool bar directly the Navigation pane, click on the Payment and Funding Locations button.

·         Within the Actions pane, click the Payment and Funding Locations link.

·         Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, select Payment and Funding Locations.

4.    With either option, the Payment and Funding Locations popup opens. Click the line marked within an asterisk. Once you start typing, a new row appears allowing you to add multiple items.

5.    Within the field, type-in the locations. For example, drop box, mail, OTC, etc.

6.    Within the Actions ribbon group, click on the Save (to save and stay) button or click on the Save & Close (to save and exit) button.

Deleting a Type, Method or Location

1.    Click the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    There are three ways to delete a type, method or location:

·         Within the tool bar directly the Navigation pane, click the appropriate button.

·         Within the Actions pane, click the appropriate link .

·         Within the Account list, double click on the account number, The Account window opens, within the Billing Tools ribbon group, and click the lower portion of the Funding button to access a dropdown menu. From the menu, make the appropriate selection.

4.    With either option, the window opens.

5.    Right click the selector box next to the name, a small popup box opens and within the box click Delete.

6.    Once you click Delete, a message box appears verifying that you really want to delete the item. Click Yes within the box to continue or No to cancel the operation.

7.    Once selected, cairs.net draws a line through the name; allowing you to delete multiple items at once.

8.    If you do not want to delete the item, right-click the record to access a popup menu and from the popup, click Undelete.

9.    Once you select Undelete, a message box appears verifying that you really want to keep the item. Click Yes within the box to continue or No to cancel the operation.

10.  Within the Actions ribbon group, click Save & Close.

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Making a Payment

1.     Click the Accounting menu.

2.     In the Navigation pane, click Accounts and then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.

5.   Within the Billing Tools ribbon group, click the upper portion of the Funding button.

6.   The screen changes allowing you to enter in a payment to apply to the account. Within the top pane, complete the following information (required fields are marked with an asterisk(*):

·         Payment or Funding Type – click the dropdown arrow to access a list and from the list, select the payment type.

·         Payment or Funding Method – click the dropdown arrow to access a list and from the list, select the payment method.

·         Payment or Funding Location – click on the dropdown arrow to access a list and from the list, select the location where the payment was made.

·         Receipt Number* – this field auto-populates with an invoice number. To change the number, click the field and type-in the new invoice number.

·         Received Date* –this field auto-populates with the current date. To change the date, click the field to access a dropdown calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.    

·         Amount Due – this field auto-populates with the current account balance.

! The next four fields work together allowing you to keep an accurate account of the funds submitted into your system. If the amount submitted is greater than the amount due, cairs.net makes the appropriate calculations and displays the amounts in the appropriate fields. For example:

            Amount Due – 35.65

            Amount Submitted - $40.00

            Change Given - $4.35

            Net Payment - $35.65

            Account Balance - $0.00 (Shown at the bottom of the pane in the solid blue line)

Cairs.net does not allow you to give change if the total submitted is more than the net payment. Cairs.net does not provide the change given amount in the field, if the customer is submitting more than the amount due, a credit appears in the Account Balance. If the customer does not want a credit, type the amount in the Change Given field, once entered the Account Balance will be $0.00.

·         Amount Submitted – type-in the total amount submitted. When entering in the amount received, type-in the total amount with a decimal point. If you fail to enter in the decimal point, cairs.net adds one in the appropriate location. For example if you type-in $100, cairs.net converts it to $1.00 instead of $100.00.

! The Amount Submitted field can go to four digits after the decimal point. This allows sites properly bill when using foreign currency. However, when you type in the amount you must enter the decimal point and then the four digits, if you do not cairs.net will automatically change it to the standard format of $00.00.

·         Change Given – this field auto-populates with the correct change to give to the person when they have submitted more that the balance statement. For example, if the statement balance is $35.50 and the submitted amount is $36.00, this field displays -$0.50 allowing you to keep an accurate accounting of the funds entering your system.

·         Net Payment – if the amount submitted is the same as the amount due, this field populates with the same amount.

! Cairs.net has a built in calculator. In the lower left hand corner of the top pane, click the Calculator button. The standard Windows calculator displays.

·         Check Number – if the customer submitted a check for payment, type-in the check number.

·         Check Status – click on the dropdown arrow to access a list, from the list select the check status. You have three options:  Good, Bad, or Resolved.

·         Fiscal Year – type-in the current fiscal year, or the fiscal year the payment should apply to.

·         Note – type-in any additional payment notes.

7.   Once you have completed the fields, click the Apply Payment button in the lower right hand corner of the pane.

! Payments made on the last day within the billing cycle are included within that billing cycle.

8.   Once applied, the payment information displays in the Payment History pane in the lower portion of the screen.

9.   The status of the payment is Pending. A payment is not applied to a balance until you generate the next bill cycle. 

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Viewing Funding History

1.    Click the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    To populate the Account list, you must either:

·         Within the search box, type-in the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.

5.    Within the Billing Tools ribbon group, click the upper portion of the Funding button.

6.    Within the Funding History pane in the lower portion of the screen, you can view the payment applied and pending on the account.

7.    If the list does fully populate with all payments processed, search for a specific payment by typing in any portion of any field or by clicking the Show All button.

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Editing a Payment

You can edit a payment that is pending to an account. However, once the status of the payment changes from pending the payment is no longer editable

1.     Click the Accounting menu.

2.     In the Navigation pane, click Accounts and then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.

5.   Within the Billing Tools ribbon group, click the upper portion of the Funding button.

6.   Within the Funding History pane in the lower portion of the screen, a list of the payments made to the account appears.

7.   Next to the status, click the record selector box to access a popup menu, from the menu select Edit. The complete payment details appear in the upper pane.

8.   Make the necessary changes and click the Update Funding button in the lower right hand corner of the pane.

9.   The status of the payment is Pending. A payment is not applied to a balance until you generate the next bill cycle. 

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Deleting a Payment

You can delete a payment that is pending to an account. However, once the status of the payment changes from pending the payment is no longer editable.

1.    Click the Accounting menu.

2.    In the Navigation pane, click Accounts and then Official Accounts.

3.    To populate the Account list, you must either:

·         Within the search box, type-in the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens to the right displaying the account matching your search criteria. Double-click the account. The Account window opens.

5.    Within the Billing Tools ribbon group, click the upper portion of the Funding button.

6.    Within the Funding History pane in the lower portion of the screen a list of the payments made to the account appears.

7.    Next to the status, click on the record selector box to access a popup menu, from the menu select Delete.

8.    Once you click Delete, a message box appears verifying that you really want to delete the payment. Click Yes within the box to continue or No to cancel the operation.

9.    The payment is removed from the Payment History pane, the total amount due return to the amount before the payment was applied.

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