Payment Records

Note: The ability to work with payments is in Limited Availability (LA) for some of our customers. Look for full support in a future release, including payment refunds, distributions, and applications.

To open a payment record, select it in the list of payments from Receivables, Payments. You can void the payment if it's been posted and the Overview, Distributions, and Applications tabs display for you to view and edit additional info.

• Apply payment — To apply the payment to the client's outstanding charge or line item, select Apply payment. Next, select the checkbox in the row you're applying and enter the amount under Applied amount. Save your changes.

  To automatically apply the payment to the charge or line item in the first row, select Apply automatically. If the amount exceeds the charge or line item amount, the payment is deducted from subsequent rows until the balance is $0.

  Note: Don't see this yet? Applications is in Limited Availability (LA) for some of our customers. Look for full support and general availability in a future release.

  Note: In a future release, you'll be able to add applications for third-party billing.

• Unapply all — To remove the payment from a charge or invoice, select Unapply all. On the Applications tab, the transactions are removed and the Overview tab displays the updated applied amount and balance.

  Tip: Unapply all only displays when the payment has been applied to a charge or credit.

• Edit — To update details for the payment, such as change the payment method or split the amount with a misc payment, select Edit.

  Note: It's important to remember you can't edit a payment if the associated deposit's status is Pending approval or Approved. You must re-open the deposit to edit the payment. For details about re-opening deposits, see Deposit Records.

• Void — To void a posted payment, select Void. After confirming the void, you can add a bank adjustment to decrease the balance or reduce the deposit amount. Enter void and post dates, then select Void again to complete the changes.

  If a post date displays and you can't change it, this means that Do not allow post dates to be different than transaction dates in other Blackbaud systems is selected in General ledger, Settings, Business rules. For more details, see Business Rules for General Ledger.

  When voiding a payment:

  • You must have applicable permissions.

  • You can only void a posted payment once.

  • You can't void a payment when it's associated with a cleared or reconciled deposit.

  Tip: If you select to add a bank adjustment, open the bank account from Treasury, Bank accounts. Under Register, filter or search to locate the adjustment. For convenience, these adjustments include the payment ID and a note the adjustment was created to offset the voided payment amount.

• Overview — Review info about the payment's balance, date, associated deposit, and who last changed the payment. You can also add custom fields for the payment. For more details, see Custom Fields.

• Distributions — Distributions determine the amounts to allocate to accounts and projects for the payment. You can select default distributions for new payments or enter them manually when you add a new payment. For details about distributions, see Payment Distributions and Distributions.

• Applications — Review applications to confirm the charges and line items for the payment, as well as unapplied balances. To open the charge, select it under Transaction.