Payments

Overview

The Payments screen is where you manage your cash flow, whether receiving money up-front as a retainer or trust funds, or recording client payments toward open invoices. You get access to the entire history of previous payments so as to make edits, void payments or delete them. You can also view online payments (ePayments) here and those that were received immediately and recorded on the invoice itself. However, invoices scheduled for online payments are not available for payment here. Click to watch this video on recording payments in Core.

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When recording payments, you can distribute the payment among multiple invoices on either a client or a project basis. A payment can cover one or more invoices, or it might not completely cover an invoice. You can apply a payment manually to each invoice or let Core apply it automatically. You can also choose which service and expense line items you want to disburse per invoice.

Core offers the Pay When Paid feature wherein you can pay your vendor bills on getting paid by your clients for the related invoices. Core allows you to make payments directly on the invoices from the Invoices screen. Clients can also pay electronically using the online payment option (ePayments). Invoices scheduled for delayed ePayments do not show up on the Payments screen.

From the accounting view, recording payments debits and increases your Undeposited Funds, bank and asset accounts; on the other hand, it credits and decreases your A/R. In addition, writing off bad debts debits and increases your expenses; on the other hand, it credits and decreases your A/R.

Field Description

Basic Tasks

Add Payments

Edit Payments

View Reports

Advanced Tasks

Record Retainer Payments

Apply Retainer Payments

Record Credit Payments

Record Trust Fund Payments

Apply Trust Fund Payments

Disburse Payments

Write Off Bad Debts

Pay Vendor Bills

Add Documents

Add Custom Fields

Send Payments

Void Payments

View Journals

Email Payment Receipts

Handle Bounced or Returned Checks

View Deposits

Download Payments

Show/Hide Columns in Grid

Export Payments

Apply Filters

Mark Screen as Favorite

 

Field Description

Field Name Field Description
Payments > Edit Payment > General >
Payment Method You can select the type of payment from the drop-down list. The options include:
  • Check: Payment via bank or travelers checks that can be encashed or deposited in the bank.
  • Credit Card: When a payment is made via a credit card, it can be recorded under this payment method. It is a 'cash' payment type.
  • Cash: Immediate cash payment
  • Use Retainer: You can select this option if you have to apply a retainer payment from a client to the invoice.
  • Use Trust Fund: You can select this if you have to apply a trust fund payment from a client to the invoice. This option is available only when Trust Fund Accounting is enabled in Global Settings.
  • E-Check: E-check is a method of paying for products and services directly from a checking (bank) account, without having to send in an actual paper check. If your client pays you via an electronic check, you can choose this option. The payment amount is debited to the client's account and is then transferred to your company's account the same manner as if it was a paper check. E-check is similar to an ACH (Automated Clearing House) transaction.
  • EFT: When the payment is made via the Electronic Fund Transfer system, it can be recorded under this payment method. It is a 'cash' payment type and is similar to a wire transfer.
  • Wire Transfer: Wire transfer or credit transfer is a method of payment that involves electronic funds transfer from one person or company to another. If your clients make payments from their bank account or from a financial institution to your bank account, you can choose this option.
  • PayPal: If you have a PayPal business account, your clients can make secure online payments with a credit card. If you want to record such a payment, you can choose this option.
  • Money Order: When payment is made via a money order, it can be recorded under this pay method. It is a 'cash' payment type.
  • Other: If a payment is made via any other method not listed, you can record it under this method. It will be regarded as a 'cash' payment type.
  • Credit: Credit is issued to clients in favor or exchange for any task or activity. It can be used for recording over-payments. If the client has a credit with you, you can apply this credit to an invoice. This payment will reduce the outstanding balance on invoices as in a discount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a credit payment type is applied. The relevant tax reports are also adjusted accordingly.
  • Write-Off: If you know that the payment on an invoice will not be made, you can write off that amount due. It reduces the outstanding balance on invoices and applies to payments as an irrecoverable amount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a write-off payment type is applied. The relevant tax reports are also adjusted accordingly.
  • Debit: It is charged to the client for some favor or service provided, thus increasing the outstanding balance. It is a 'cash' payment type.
Deposit/ Posting Account If the payment method is check, credit card, cash, electronic payment, etc., you can select the deposit account for that payment. It can be the Undeposited Funds, bank or bank IOLTA account. In case of credit or write-off payment, you can specify a posting account such as an expense account. This allows you to directly deposit an incoming A/R payment into the right account, thereby skipping the next required step of depositing the money in the bank account.
Deposit Date This is the date of the payment deposit. In case of ePayments, it matches the date when you receive the ACH transfer payment successfully from Stripe.
Remaining Payment Balance While applying a payment, the entire amount might not be applied to the invoices. In that case, it will show the unused amount from the applied amount here. Before saving, you are prompted to save the remainder as a retainer.
Reference No. Payment reference number, usually a routing number from a personal check or any tracking number.
Description Payment description or any extra information such as notes to the customer, generally for credit memos. For online payments received via Stripe, the description is automatically filled.
Accept as retainer When recording a payment for a project that has not been invoiced yet, you can accept it as a retainer with any pay method. When a retainer is applied to a client only, it is recorded as a client retainer, while as if a project is specified, it is recorded as a project retainer. Core allows recording of a negative amount as a retainer payment.   This option is unavailable when the Payment Method selected is Use Trust Fund or Credit.
Accept as Trust Fund When recording a payment for a client who has not been invoiced yet, you can accept it as a trust fund with the appropriate pay method. When a trust fund payment is recorded, it can then be used to pay off the client invoices.
Auto Apply All

Payment amount is automatically applied to all the invoices in the order of 'oldest to latest'. You can click Auto Apply on the grid row to apply the payment to a specific invoice only.

Payments > List View >
Payment Type

Identifies the type of payment made, that is, if the payment received is of type check, trust fund, credit, retainer, NSF, credit card or EFT. Core displays the ACH transfer payment via AffiniPay or Stripe as EFT while as the credit card payment is displayed as Credit Card.

ePayment Indicates whether the ePayments option is turned on for the invoice or not. Invoices that are scheduled for online payments display a slightly different check-mark icon to let you know they are scheduled. However, invoices scheduled for ACH and credit card payments are not available here.


Add Payments

Whether you are receiving money up-front from clients as a retainer or recording their payments toward open invoices, Payments screen is the place to go. You can choose to apply a payment to multiple invoices and also disburse it to the desired service and expense line items. You cannot apply payments to draft invoices.

To add a new payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_create_new1.png

    1. Click Create New on the top-right.
    2. On the Add Payment dialog, choose the invoices you want to pay. You can search for the invoices by client, project or specific unpaid invoice number. Find Invoices:
      • By client and project
      • By invoice number
    1. Depending on your choice, you can select the required information:
      • Client
      • Project, if you want to apply the payment to a specific project invoice; else leave this blank
      • Invoice
    2. Click Add.
    3. On the Add Payment screen, enter the payment details.
      • Date

      • Payment Method: You can select the type of payment from the drop-down list. The options include:
        - Check: Payment via bank or travelers checks that can be encashed or deposited in the bank.
        - Credit Card: When a payment is made via a credit card, it can be recorded under this payment method. It is a 'cash' payment type.
        - Cash: Immediate cash payment
        - Use Retainer: You can select this option if you have to apply a retainer payment from a client to the invoice.
        - Use Trust Fund You can select this if you have to apply a trust fund payment from a client to the invoice. This option is available only when Trust Fund Accounting is enabled in Global Settings.
        - E-Check: E-check is a method of paying for products and services directly from a checking (bank) account, without having to send in an actual paper check. If your client pays you via an electronic check, you can choose this option. The payment amount is debited to the client's account and is then transferred to your company's account the same manner as if it was a paper check. E-check is similar to an ACH (Automated Clearing House) transaction.
        - EFT: When the payment is made via the Electronic Fund Transfer system, it can be recorded under this payment method. It is a 'cash' payment type and is similar to a wire transfer.
        - Wire Transfer:  Wire transfer or credit transfer is a method of payment that involves electronic funds transfer from one person or company to another. If your clients make payments from their bank account or from a financial institution to your bank account, you can choose this option.
        - PayPal: If you have a PayPal business account, your clients can make secure online payments with a credit card. If you want to record such a payment, you can choose this option.
        - Money Order: When payment is made via a money order, it can be recorded under this pay method. It is a 'cash' payment type.
        - Other: If a payment is made via any other method not listed, you can record it under this method. It will be regarded as a 'cash' payment type.
        - Credit: Credit is issued to clients in favor or exchange for any task or activity. It can be used for recording over-payments or saved as a retainer (project or client retainer). If the client has a credit with you, you can apply this credit to an invoice. This payment will reduce the outstanding balance on invoices as in a discount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a credit payment type is applied. The relevant tax reports are also adjusted accordingly.
        - Write-Off: If you know that the payment on an invoice will not be made, you can write off that amount due. It reduces the outstanding balance on invoices and applies to payments as an irrecoverable amount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a write-off payment type is applied. The relevant tax reports are also adjusted accordingly.
        - Debit: It is charged to the client for some favor or service provided, thus increasing the outstanding balance. It is a 'cash' payment type.

      • Deposit/Posting Account: If the payment method is check, credit card, cash, electronic payment, etc., you can select the deposit account for that payment. It can be the Undeposited Funds, bank or bank IOLTA account. In case of credit or write-off payment, you can specify a posting account such as an expense account. This allows you to directly deposit an incoming A/R payment into the right account, thereby skipping the next required step of depositing the money in the bank account.

      • Amount Applied

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    1. Next, select the 'Apply to Invoices' option.

    2. In the grid, click Auto Apply to apply the payment automatically to an invoice. If there are multiple invoices, you can click Auto Apply All to apply the payment automatically to them in the oldest-to-newest order.

    3. Click Save & Done (or Save & Add Another to add another payment).

Note: If Core detects unpaid vendor bills that are associated with the invoices being paid, it prompts you to pay those bills from the Bill Payments screen.

Edit Payments

You may have recorded a payment and later realized that the pay method or the amount was incorrect. You can view, enter and edit payment details in the detail view. However, you cannot edit deposited payments, NSF payments and online payments (Stripe or ePayments) except for reference number and description. Also, you cannot delete payments that are linked to your accounting software.

To edit a payment:

    1. Open the Payments screen from the side menu > Billing > Payments.

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    1. Select the payment records on the grid and click Actions > Delete to delete them.
    2. To edit a single payment, click dropdown-caret.png on a row and select View Details.
    3. On the Edit Payment screen, enter more details or make your changes.

    4. Click Save & Done.

 

View Reports

To view a report:

    1. Open the Payments screen from the side menu > Billing > Payments.

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    1. Select a Period from the drop-down, say This Month.

    2. In the list view, click More > View Reports.

    3. Select a report from the Report List dialog. It opens in the viewer.

    4. Preview the report and then choose to export or print it.

 

Record Retainer Payments

You can receive retainer payments from clients and then record them as project or client retainers from this screen. You can also record a 'credit' type payment as a retainer. This allows you to use 'credits' in the future for paying invoices.

To record a retainer payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_create_new1.png

    1. Click Create New on the top-right.

    2. On the Add Payment dialog, choose: By client and project.

    3. Select the Client and/or Project from the drop-down, depending on whether you want to record a general client retainer or a specific project retainer.

    4. Click Add.

    5. On the Add Payment screen, enter the retainer details.

      • Date

      • Payment Method, say Check

      • Amount Applied

      • Description

payments_retainer_payments2.png

    1. Next, select the 'Accept as retainer' ( When recording a payment for a project that has not been invoiced yet, you can accept it as a retainer with any pay method. When a retainer is applied to a client only, it is recorded as a client retainer, while as if a project is specified, it is recorded as a project retainer. Core allows recording of a negative amount as a retainer payment.
        
      This option is unavailable when the Payment Method selected is Use Trust Fund or Credit.) option.

    2. Click Save & Done (or Save & Add Another to add another retainer payment).

 

Apply Retainer Payments

If you have received retainer payments from your clients, you can use them to pay off their invoices. Core allows over-payments on invoices to be accepted as retainers.

To apply a retainer payment on an invoice, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_create_new1.png

    1. Click Create New on the top-right.

    2. On the Add Payment dialog, you can search for the invoices to pay using the Find Invoices option:

      • By client and project
      • By invoice number
    3. Depending on your choice, you can select the required information:
      • Client
      • Project, if you want to apply the payment to a specific project invoice; else leave this blank
      • Invoice
    1. Click Add.

    2. On the Add Payment screen, enter the payment details.

      • Date

      • Payment Method: Use Retainer ( You can select this option if you have to apply a retainer payment from a client to the invoice.)

      • Amount Applied

payments_create_new_retainer2.png

    1. Next, select the 'Apply to Invoices' option.

    2. Click Auto Apply on the invoice row to be paid with the retainer or click Auto Apply All ( Payment amount is automatically applied to all the invoices in the order of 'oldest to latest'. You can click Auto Apply on the grid row to apply the payment to a specific invoice only.) above the grid.

    3. Click either Save & Done (or Save & Add Another to add another retainer payment).

 

Record Credit Payments

Core allows you to issue credits to the clients and then apply them to their invoices using the 'credit' payment method. This affects and lowers the A/R. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a credit payment type is applied. The relevant tax reports are also adjusted accordingly. You can pick a contra asset account when entering a credit payment.

You can use the Credit Memos screen to record the project credits and refund retainers to the clients.

To apply a credit payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_create_new1.png

    1. Click Create New on the top-right.

    2. On the Add Payment dialog, you can search for the invoices by client, project or specific unpaid invoice number using the Find Invoices option:

      • By client and project

      • By invoice number
    3. Depending on your choice, you can select the required information:
      • Client
      • Project, if you want to apply the credits to a specific project invoice; else leave this blank
      • Invoice
    4. Click Add.

    5. On the Add Payment screen, enter the credit payment details.

      • Date

      • Payment Method: Credit ( Credit is issued to clients in favor or exchange for any task or activity. It can be used for recording over-payments or saved as a retainer (project or client retainer). If the client has a credit with you, you can apply this credit to an invoice. This payment will reduce the outstanding balance on invoices as in a discount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a credit payment type is applied. The relevant tax reports are also adjusted accordingly.)

      • Posting Account ( If the payment method is check, credit card, cash, electronic payment, etc., you can select the deposit account for that payment. It can be the Undeposited Funds, bank or bank IOLTA account. In case of credit or write-off payment, you can specify a posting account such as an expense account. This allows you to directly deposit an incoming A/R payment into the right account, thereby skipping the next required step of depositing the money in the bank account.): Expense Account to be posted for the credits

      • Amount Applied

payments_create_new_credit2.png

    1. Make sure the 'Apply to Invoices' option is selected.

    2. Then click Auto Apply All ( Payment amount is automatically applied to all the invoices in the order of 'oldest to latest'. You can click Auto Apply on the grid row to apply the payment to a specific invoice only.) or just Auto Apply on the invoice grid. The credit amount is applied to the invoice, which reduces its balance.

    3. Click Save & Done.

 

Record Trust Fund Payments

You can receive trust fund payments from your clients and then record them from this screen. In addition, you cannot specify an opening balance for the Trust Fund account, that is Bank (IOLTA), through the Chart of Accounts screen because all its transaction should be linked to a project. So you can enter the opening balance for this account from here. This allows you to use these trust fund payments in the future for paying their invoices. When you receive payments for the trust fund accounts, the Trust Fund account gets increased or debited and the linked Trust Fund Liability account gets increased or credited.

To record a trust fund payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_trust_fund1.png

    1. Click Create New on the top-right.

    2. On the Add Payment dialog, choose: By client and project.

    3. Select the Client from the drop-down and click Add.

    4. On the Add Payment screen, enter the trust fund details.

      • Date

      • Payment Method, say Check

      • Project

      • Deposit Account: Bank (IOLTA) ( A Bank IOLTA account is a checking account that earns interest on the funds in the account. The interest is given to the state's IOLTA board because attorneys or lawyers cannot keep the interest earned on the client's money.)

      • Amount Applied

payments_trust_fund2.png

    1. Next, select the 'Accept as Trust Fund' ( When recording a payment for a client who has not been invoiced yet, you can accept it as a trust fund with the appropriate pay method. When a trust fund payment is recorded, it can then be used to pay off the client invoices.) option.

    2. Click Save & Done (or Save & Add Another to add another payment).

Your trust fund payment by the client is recorded.

 

Apply Trust Fund Payments

If you have received trust fund payments from your clients, you can withdraw money from it to pay off their invoices, just like with retainer payments. Core does not allow over-payments on invoices to be accepted as retainers in case of trust funds. On using a trust fund, money flows from the Trust Fund account to the operating bank account. When you apply a trust fund payment to client invoices, the A/R account is decreased or credited, the Undeposited Fund account is increased or debited, the Trust Fund Liability account is decreased or debited, while the Trust Fund account is decreased or credited.

When you incur expenses or disbursements on behalf of your clients, you can enter them as checks, credit card charges, or vendor bills and add those as billable expenses to the client’s project (matter). These expenses can then be invoiced to the clients as you would normally invoice your fees.

To apply a trust fund payment on an invoice, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_apply_trust_fund1.png

    1. Click Create New on the top-right.

    2. On the Add Payment dialog, you can search for the invoices to pay using the Find Invoices option:

      • By client and project
      • By invoice number
    3. Depending on your choice, you can select the required information, say Client, and then click Add.
    1. On the Add Payment screen, enter the payment details.

      • Date

      • Payment Method: Use Trust Fund (You can select this if you have to apply a trust fund payment from a client to the invoice. This option is available only when Trust Fund Accounting is enabled in Global Settings.)

      • Project

      • Amount Applied

payments_apply_trust_fund2.png

    1. The 'Apply to Invoices' option is preselected. Click Auto Apply on the invoice row to be paid with the trust fund or click Auto Apply All ( Payment amount is automatically applied to all the invoices in the order of 'oldest to latest'. You can click Auto Apply on the grid row to apply the payment to a specific invoice only.) above the grid.

    2. The trust fund amount is applied to the invoices. It places the funds in the Undeposited Funds account so that it can be deposited in the company's operative bank account. Click Save & Done.

 

Disburse Payments

You can distribute the payments directly to the supporting time and expense entries. For example, if you have 20 time entries for $1,000 and you get a $500 check, you can choose the time entries to which you want to apply the payment.

Core allows you to specify which line items (billable time and expense entries) on an invoice are being paid by the client when you receive a payment. If you apply the payment amount fully to one or more line items, Core saves the changes. However, if you apply the payment partially to one or more line items, Core divides rest of the payment over other items, if available. Example: If a client pays $100 on a $400 invoice that includes services and reimbursable expenses, you can choose to disburse this payment on the reimbursable expenses first and then the services.

Note: Expenses are referred to as costs in the legal industry.

To disburse a payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_create_new1.png

    1. Click Create New to add a new payment as you normally do.

    2. On the Add Payment dialog, choose the invoices you want to pay. You can search for the invoices by client, project or specific unpaid invoice number. Find Invoices:

      • By client and project

      • By invoice number
    3. Depending on your choice, you can select the required information:
      • Client
      • Project
      • Invoice
    4. Click Add.

    5. On the Add Payment screen, enter the payment information, including Amount Applied, and apply the payment as usual.

payments_disbursement2.png

    1. Select an invoice on the grid that you want to pay and click dropdown-caret.png to select Disbursement.

    2. On the Disbursement dialog, select the line items that you want to disburse by clicking Auto Apply. You can decide on the basis of Type of entry, whether time or expense, if you have any preference.

    3. Click Auto Apply All to apply the payment to all line items.

    4. Click Done and then Save & Done.

 

Write Off Bad Debts

At times, you might have to write-off all or part of an invoice because of bad debt, non-payment of outstanding amount or anything else. When you know that accounts receivable will not be collected, Core allows you to write off that amount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a write-off payment type is applied. The relevant tax reports are also adjusted accordingly. You can pick a contra asset account when entering a write-off payment.

To generate a write-off, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_bad_debts1.jpg

    1. Click Create New on the top-right.
    2. On the Add Payment dialog, choose: By invoice number.

    3. Select the invoice you want to write off and click Add.

    4. On the Add Payment screen, select Write-Off ( If you know that the payment on an invoice will not be made, you can write off that amount due. It reduces the outstanding balance on invoices and applies to payments as an irrecoverable amount. Core automatically creates a general journal entry to adjust the tax liability for A/R invoices when a write-off payment type is applied. The relevant tax reports are also adjusted accordingly.) as the Payment Method and select the Posting Account ( If the payment method is check, credit card, cash, electronic payment, etc., you can select the deposit account for that payment. It can be the Undeposited Funds, bank or bank IOLTA account. In case of credit or write-off payment, you can specify a posting account such as an expense account. This allows you to directly deposit an incoming A/R payment into the right account, thereby skipping the next required step of depositing the money in the bank account.).

      payments_bad_debts2.png
    5. Enter the Amount Applied that you want to write off.
    6. In the grid, click Auto Apply to write off that invoice automatically. (Click Auto Apply All ( Payment amount is automatically applied to all the invoices in the order of 'oldest to latest'. You can click Auto Apply on the grid row to apply the payment to a specific invoice only.) if you have to write off multiple invoices in the oldest-to-newest order.)
    7. Click Save & Done.

Note: If you sync Core data with your accounting software, write-off transfers as a credit or discount.

 

Pay Vendor Bills

Core offers the Pay When Paid feature wherein you can pay your vendor bills on getting paid by your clients for them. Essentially, this feature provides an option to pay the vendors if payments are received by clients on invoices having time or expense entries linked to unpaid vendor bills. Core detects the unpaid vendor bills associated with the invoices being paid and prompts you to pay them. You can then go ahead and easily pay those bills. It goes one-step further and automatically prepares the checks for the vendors.

To pay vendor bills, watch this video or follow these steps:

    1. In the Payments screen, apply a payment as usual. See Add Payments above.
    2. When saving the payment, Core prompts you to pay any vendor bills associated with the paid invoices. Click Yes.
    3. It takes you to the Create Bill Payments screen where the fields are pre-filled. Review the payment and click Save. See Bill Payments for details.

 

Add Documents

To add a document to a payment record:

    1. Open the Payments screen from the side menu > Billing > Payments.

    1. payments_add_documents_1.jpg

    1. In the list view, select a payment on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Payment > Documents screen, click Add.

    3. On the Add Documents dialog, select the relevant tab, depending on the type of attachment.

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    1. payments_add_documents_2.jpg

    1. Click Add.

  1. Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the dropdown-caret.png row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

  2.  

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of your payments. You can add unlimited number of custom fields to a payment. You can even customize these fields in the Custom Labels screen.

To add a custom field:

    1. Open the Payments screen from the side menu > Billing > Payments.
    2. In the list view, select a payment on the grid and click dropdown-caret.png to select View Details.
    3. On the Edit Payment screen, go to the General > Custom Fields tab.

      payments_custom_fields.png
    4. Click Add Custom Field. Select the type of field you want depending on its purpose, say Text Box.
    5. On the Add Text Box dialog, enter the required information:
      • Name
      • Type
      • # of Characters
    1. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid.
    2. Click Save.

Note: You can display a maximum of three custom fields on the list view per screen.

 

Send Payments

In Core, you can send payment records to your accounting program, such as QuickBooks Online, Xero and MYOB AccountRight.

To send a payment to your accounting program, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

    1. payments_send.jpg

    1. In the list view, select a payment on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Payment screen, click Actions > Send To on the top-right.

    3. Select the relevant option from the drop-down, say QuickBooks. Your data is sent.

 

Void Payments

You can delete payments or, better still, void them so that a record of that action is maintained in the database. While voiding the reconciled direct deposit payments, the General Journal entries created behind the scenes are auto-reconciled. The G/J balance of the bank account is reduced accordingly.

Note: Core allows voiding transactions related to payments in the closed periods and automatically creates general journal entries to handle its accounting.

To void a payment, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payment_void.jpg

    1. Select the payments on the grid and click Actions > Void to void them.

    2. To void a single payment, click dropdown-caret.png on a row and select Void.

    3. Confirm this action and click Submit. The payment record disappears from the grid.

  1. You can further view the voided payments on the grid using filters and also delete them, if needed.

  2.  

View Journals

You can understand the accounting behind a transaction by looking at its journal entries. In Core, you can open the Journal report to view the transaction details, including the accounts being credited or debited.

To view a payment journal, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_journal.jpg

    1. In the list view, select a payment on the grid whose journal you want to view and click dropdown-caret.png to select View Journal. The journal opens in the viewer.

    2. Preview the journal and then choose to export or print it.

 

Email Payment Receipts

As a business professional, you might want to send a Thank You note to your clients along with a payment receipt. Core not only allows you to do that but also automates this process. It is smart enough to email the payment receipts to your clients automatically with your custom message. You can set this up at the global level (Global Settings > Billing and Email Settings panel) as well as the user level (User Preferences > Email Settings). However, if you do not set up the automatic emailing of payment receipts, you can do so directly from the Payments screen, as needed.

To send payment receipts, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_email_receipt.png

    1. Select the payment and click dropdown-caret.png on the row to select Email Receipt.

The email receipt for the payment is sent to the relevant client. If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this.

 

Handle Bounced or Returned Checks

When clients make payments on the invoices via checks, at times, they might have insufficient funds in their bank account. Hence, you have a bounced or returned check. Core handles this situation, but you must deposit the payment prior to recording the bounced checks. In case you want to account for any bank fee involved in the bounced check transaction, Core can create a separate invoice for that and charge it to your defaulting client.

To handle a bounced-check payment or insufficient funds, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_bounced_checks_1.jpg

    1. In the list view, select a payment on the grid and click dropdown-caret.png on that row to select Bounced Check.

    2. On the Bounced Check dialog, enter the required information:

      • Bank Fee

      • Expense Account

      • Customer Fee

    3. Click Continue to review the summary of changes to be made.

    4. On the Summary dialog, you can see the list of invoices to be marked as unpaid, fee to be deducted from the bank account and new invoice to be created for the fee charges.

payments_bounced_checks_2.jpg

    1. If everything looks okay, click Create.

Note: Invoices that are automatically created to record client charges for bounced checks are appended with '-BC’ suffix for easy identification and management.

 

View Deposits

After recording a payment, Core lets you view the deposit that is holding the payment. You can see the deposit details and take some action, if needed. This option is not available for trust fund payments received.

To view the deposit:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_deposit1.png

    1. In the list view, select a payment on the grid that you want to check and click dropdown-caret.png to select View Deposit.
    2. On the Edit Deposit screen, check the deposit details and make any edits, if needed.

payments_edit_deposit2.png

    1. Select the deposits on the grid that you want to process.
    2. Click Save & Done.

 

Download Payments

You can download the details of the payments as a PDF file directly from the list view.

To download a payment:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_email_receipt.png

    1. In the list view, select the payment on the grid whose details you want to download and click dropdown-caret.png to select Download PDF.

    2. It prompts you to save the PDF at the relevant location, say your Desktop. Click Save.

 

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_columns.jpg

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Invoice No.
    3. Next, click the column name you want to sort the data by, say Payment Type.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

 

Export Payments

In Core, you can export payment to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export payment records to a .CSV file, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_export.jpg

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

 

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payment_filters.jpg

    1. In the list view, click filters-01.png on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

 

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Payments screen from the side menu > Billing > Payments.

payments_favorite_screen.jpg

    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

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