Payments Guide
Difficulty | Intermediate |
|---|---|
EMS Compatible |
|
iMIS 2017 Compatible |
|
Usage Notes | |
Length of Video | n/a |
iImport |
|
iUpdate |
|
Actions | Insert, Insert with Matching |
Overview
The Payments feature of iDMS is used to pay invoices. It has many features to help specify which invoice is to be paid. The mapping provided determine how billing payments are entered into iMIS and where payments are applied.
Mapping
Due to the flexible nature of billing payments, there is an additional help screen that can be accessed when mapping.
Required Fields
Bill to Party ID - iMIS ID of record that is paying an invoice.
Amount - Total of payment made.
Payment Method ID - Which payment method should be used. Note: to pay later (i.e., import an order but not pay it), leave Payment Method ID blank and enter the Purchase Order Number in the Check Number field.
Payment Method IDs can be found in iMIS by going to Settings > Finance > Pay Central > Payment methods
Optional Fields
STRONGLY RECOMMENDED Date - The date associated with the payment. If no date is provided, iDMS will calculate the current date, which is based on server locations and time of day the job is running.
Check Number - The check number associated with the payment.
Invoice Number(s) - If paying specific invoice numbers, map the invoices to pay off here. Additional details below.
Invoice Type(s) - If paying by invoice types, map the invoice types here. Payments will be applied in the order you select. Additional details below.
Source System(s) - If paying by source system, map the source systems here. Payments will be applied in the order you select. Additional details below.
Is Pre-Payment (Credit Only) - Check this box if you want to apply prepayment exclusively. When this option is set, other filtering criteria is ignored (i.e., invoice numbers, invoice types, source systems).
Mapping Notes
Empty Field Functionality
If there is no match on for invoice number, invoice type, and source system, payment will default to paying Dues for the Bill to ID
Payment Greater than Invoice
When paying invoices, if the amount of payment is greater than the invoice, the payment will be applied as a credit to general AR.
If you are getting an error stating Error: Payment amount exceeds order total, this is due to not having setting enabled to Allow staff users to enter prepayments and overpayments (found at Settings > Finance > General - see screenshot below):
Different Payment Functionality
Based on the mapping provided, you will see different payment functionality.
Paying by Invoice Number
If paying by specific invoice number, see the sample mapping below on how to pay by invoice number.
Paying by Source System
When you select the source system, you will get a multi-select dropdown containing a list of the source systems. In this field, you specify the source system in the order in which payment should be applied.
Source System Order
Payments are applied in the order you select.
Paying By Invoice Type
When you select the invoice type(s), you will get a multi-select dropdown containing a list of invoice types. In this field, you specify the invoice type in the order in which payment should be applied.
Invoice Type Order
Payments are applied in the order you select.
Paying by Invoice Type
CSI does not recommend paying by invoice type unless you have a very specific purpose.
