Payments and Refunds

Payment Batches

Batches are a way of grouping payments entered in ClearVantage to streamline the approval and reconciliation process. It is Euclid’s recommended best practice The system is configured to require batches so that all payments entered in ClearVanatge are entered into a batch.

Locate Payment Batches

1. Navigate to the Financials Main Menu Dropdown in ClearVantage

2. Select Batches.

3. This will open a new tab in ClearVantage titled Payment Batches.

Create Payment Batch

To enter payments into a batch, a new match may need to be created. If the batch already exists, please skip to the next section Open and Closing Batches. Batches are created by date, payment method, department and/or user.

1. Navigate to the Financials Main Menu Dropdown in ClearVantage.

2. Select Batches.

3. This will open a new tab in ClearVantage titled Payment Batches.

4. On the right-hand side of the screen, you will see Create Batch button.

   

5. Select the Create Batch button in the Payment Batches screen.

6. This will pop open a blank New Payment Batch Notebook.

7. Fill in the appropriate batch information including:

   Required

   • Batch ID: Unique identifier for the batch. No two batches can have the same Batch ID.

   • Batch Date: The date the batch is started. The batch date must be filled in even though you are able to save when this field is empty.

   • Company CD: Company code associated with the batch

     Optional

   • Default Pmt Method: This optional field sets a default in the Payment window when entering a payment in the batch. You can override this default value when entering a payment, if needed.

   Note

   Do not set a default payment method on refund batches as this can override the payment method of the credit card being refunded

   • Total Batch Amount: Total amount of payments for the batch.

   • Total Batch Count: Total number of payments in the batch.

   Note

   The Total Batch Amount and Total Batch Count are not required fields but are helpful in verifying the payments you have entered. System settings can control if warning messages or error messages, which prevent you from continuing appear when a batch is out of balance.

8. Select the Add Payment Batch button to save the New Payment Batch Notebook. The Payment Batch window will be populated with the fields from the new payment batch window.

   

Opening and Closing Batches

Multiple users can enter payments into the same batch. Additionally, batches can be created, closed, and reopened later to continue entering payments.

To enter payments into an existing batch:

1. Navigate to the Financials Main Menu Dropdown in ClearVantage.

2. Select Batches.

3. This will open a new tab in ClearVantage titled Payment Batches.

4. Use the search features at the top of the Payment Batches window to filter for the appropriate batch.

5. Select the Batch ID to open the Payment Batch Notebook window.

   • Select the Start Batch button to open the Payment Batch window.

   

   • Start Batch is also available from the Activity List in the Payment Batch list view when a batch is selected in the list.

   

6. Selecting the Start button to start the payment batch will open a new window that can be minimized or moved anywhere in the window.

7. This window must remain visible while entering payments for the batch, however it can be collapsed and moved. Use the arrow button next the x button in the upper right-hand corner and/or drag the window by the title bar.

8. The background behind the payment batch menu buttons is red. This indicates that even though the batch is open, it is not yet started.

9. Enter your payments as outlined in the Entering Payments section of this user guide.

10. As payments are entered in the batch, the Payment Batch window will update the Actual Amt and the Actual count of the Batch. These details cannot be changed in the Payment Batch window.

11. Once all the payments have been entered, select the Stop button on the Payments Batch window to stop the batch.

12. If no additional payments will be entered into this batch, it is ready to be approved

    • Additional details can be viewed in your organization’s configuration appendix or in the Financial Management User Guide.

Note

Depending on your business process, it may be necessary to print a batch detail report to provide to the accounting department with any checks, credit card payments, or cash. These reports can be customized in Information Central in CVPro only..

Payments

Payment Notebook

The Payment Notebook in ClearVantage allows users to track incoming monies that are entered into the system as well as refunds and transfer payments. Payments in ClearVantage are entered against an invoice or invoices which are created in the system prior to entering a payment.

If the system is configured to require payments to be entered in a batch, the batch must be created prior to entering any type of payment.

Complete the following fields and buttons on the Payment Notebook. On the left will be information regarding the payment and on the right will be payment processing details.

Payment Information Fields

Required

• Payment ID: This unique payment identifier is often referred to as the payment number. The number is assigned when the payment is saved.

• Company: The company code for the payment. This will default based on the company code in the open batch.

• Ind/Org: Select whether the payment is from an individual or an organization. This will default based on the payee on the invoice being paid.

• Name: The name of the individual or organization making the payment.

• Ind/Org ID: The individual or organization ID number of the payee.

• Pmt. Date: The date of the payment. This default based on the batch date in the Payment Batch. The Payment date is often set to the date the payment was received for credit cards or the date of the bank deposit for checks or lockbox payments.

• Pmt. Amount: The amount of the payment will default to the balance due on the invoice.

• Pmt. Method: The payment method defaults based on the payment batch but an alternate method can be selected from the dropdown.

• Check/Card #: If the payment method is a credit card type, you will not be able to enter information into this field. A masked version of the credit card number (last 4 digits most commonly) will appear once the card is processed.

Optional

• Comments: A text field for any comments on the payment.

Processing Detail Fields

• Batch ID: The Payment Batch ID that the payment is in will appear.

• Update User: The ClearVantage login of the last person to update the payment record.

• Update Date: The date the Payment Notebook was last modified in ClearVantage.

• Posted Checkbox: Displays if the payment has been posted or not.

• Processed Checkbox: Displays whether a credit card transaction has been processed through the credit card processor.

• Processed On: Displays the date the credit card was processed.

• Verif #: Displays the verification or authorization code for the credit card transaction. This is provided by the credit card processor.

• Invoice: The invoice number or numbers for the invoices being paid with this payment.

Buttons

• Search Individuals/Organizations: Depending on which radio button is selected in the Ind/Org field, a corresponding pop out a new window will appear titled Find a Person or Find an Organization. You will be able to search for an individual/organization through this window and choose a record to update the Payment Notebook.

• View Member Notebook: Select this button to view the associating individual or organization notebook that is responsible for paying the payment.

• View Invoice: This button will open the Invoice Notebook associated to the payment.

• Delete: Select this button if you want to delete the payment. There will be a safely measure where it will prompt again if the payment record should be deleted.

• Update Payment: Select to save any changes made to the Payment Notebook. This does not process credit card transactions.

• Close: Select to close the Payment Notebook window. Make sure you use the Update Payment button to save any changes made.

Payment Processes

This section will provide an overview on how to make a single payment for a single invoice by Check, Cash, Credit Card, or ACH payment methods.

Please review the Lockbox User Guide to enter multiple check payments with our import tool.

Entering a Single Payment on a Single Invoice

1. Open and start the appropriate Payment Batch for the payment.

   Note

   A payment record cannot be saved without starting a Payment Batch. Depending on your system configuration, you may be prompted to start a batch if you try to enter a payment without a batch being open.

2. If it is not already open, open the invoice to apply the payment.

   Note

   Please see the Types of Invoice Section above if you need help finding a specific invoice by type.

   • This can be completed from either:

     • The invoice or from the Invoices tab in the Individual or Organization Notebook

     • Searching for the invoice by selecting Financials Main Menu Dropdown and then selecting Invoices.

3. In the Invoice window, confirm the following fields:

   • Bill To: Confirm that the Bill To field lists the correct individual or organization.

   • Balance Due: This should match the amount of the payment. If the Balance Due and payment does not match, see the instructions for entering Over or Short Payments.

4. Confirm the correct batch has been started by reviewing the Batch CD listed above the Company CD.

5. Select the Add Invoice to Cart button in the Activity Menu from the Invoice notebook.

   • Add to Cart is also available on the Invoice List, first select the Invoice and then select Add Invoice to Cart.

   

   • This will open a new Shopping Cart window.

   

6. Confirm the Card Totals and Billing Information.

   • These fields are defaulted to the Individual ID and the invoice balance due from the invoices. These fields can be modified if needed. If the amount of the payment received is not the same as the balance due on the invoice, detailed instructions are available in the sections on short payments and over payments.

Add Shipping

If applicable, add a shipping fee before applying payment.

1. Select the Add a Shipping Fee button under the shipping address information section to add a shipping fee if applicable.

   • The option to add a Shipping Fee will appear only when the cart contains a fulfillable item and no shipping fee line item already exists in the shopping cart.

   • The shipping options displayed are configured in the Shipping Types reference table.

   • These can be edited from the Edit Reference Table menu as user with the System Administrator role.

2. Select the shipping option and Select Save, there will be a new line item on the invoice.

   

Email Confirmation

The Email Confirmation section allows by a per-transaction basis whether to send an email confirmation to the cart owner and any individuals involved in the transaction. A custom subject line for the confirmation can be configured.

To determine the email templates that are being sent out, please contact Euclid.

Entering the Payment

The Payment Method will default to the Default Payment Method for the batch. If no Default Payment Method has been assigned, or if the current payment type differs from the default, select the appropriate payment.

Note

If you are only recording a credit card payment and do not want the credit card to be processed and charged for the payment amount, see the 'Record a Credit Card Payment' section.

Checks and Cash

To enter a payment of either cash or check:

1. Select and enter the appropriate information for the payment type

   • For a CHECK payment, select Check

     • Enter the Check Number.

   

   -   Select Process Check Payment.
   

   • For CASH payment, select Other and then the Cash radio button.

   

   • No other information is required.

   • Select Process Cash Payment.

2. An Order Confirmation window will automatically open with additional options and the Invoice Number, Payment Number and the Payment Amount.

3. Use the activity buttons as needed to access the Invoice, Payment, or Email Invoice to the customer.

   

Credit Cards

To enter a payment for credit cards that will be processed in ClearVantage:

1. Select Card and choose the credit card type.

   

2. Select the Process Payment Button to finish the payment process.

3. An Order Confirmation window will automatically open with additional options and the Invoice number, Payment number and the Payment Amount.

4. Use the activity buttons as needed to access the Invoice, Payment, or Email Invoice to the customer.

Record a Credit Card Payment

If the credit card (or payment to be recorded) was processed outside of CV, and the payment is ONLY being recorded, use ‘Other’.

1. Select Other.

   

2. Select the ‘Other Payment Method’ option.

3. Select the Credit Card Option.

4. Select Process Payment (Other Payment Method).

ACH

If your system is configured for ACH or EFT payments, please follow these steps.

1. Select Check.

   

2. Select the EFT option.

3. Enter the required account information and the billing zip code.

4. Select Process EFT Payment.

Transferring a Payment

Transferring Payments is only available when the original invoice has a negative balance available to be transferred.

The new Invoice must have a balance due.

If the original invoice has a 0$ balance, Process Transfer Pmt will not be available. The product, event registration or dues line item must be canceled or returned prior to this step to generate the negative balance.

When the invoice has a negative balance, the option to transfer payment will become available automatically in the activities menu.

To transfer a payment:

1. Locate the invoice to transfer the payment from and Select Process Transfer Pmt from the Activity Panel on the right-hand side.

2. This will open the Enter Transfer Payment window.

3. In the Transfer To category enter the correct invoice number and Select the blue check.

   

4. Select Create Payment.

5. At the bottom of the invoice, review the updated payment history.

   

Voiding Payments

To be able to void a payment, it must be a processed payment that has not been posted and it must be within the settlement date. After the settlement period has ended, payments may not be voided even if they are processed and unposted.  Default value (2 days) allows voiding payments made during the current day and prior day.  Setting the value to 1 would allow voids only the same day, etc.

CV Online Setting Required

Make sure to add PMT_SETTLEMENT_DAYS to CVO system settings and enter the correct value (# of days) for the settlement period.

To void a payment:

1. Locate and open the payment notebook.

2. Select the void button to void the payment.

   

3. A confirmation window will open, Select Yes.

Min and Max Amount on Web Credit Card Payments

You can set a minimum and maximum amount for credit card payments, that go through the website, for each company. See the sections below to learn how to activate this feature and how to manage the limit amounts for credit card payments.

Activate Min and Max Amounts for Credit Cards

To activate the properties necessary to set the minimum and maximum amounts for credit card payments for each company:

1. From the main menu, click "Admin" and select "Edit Reference Tables". A "Reference Tables" tab will open.

2. Scroll through the tables list on the left and search for the reference table "Extended Properties" and click to view it.

3. The "Extended Properties" reference table will have two records with propery codes "CREDICARDMIN" and "CREDICARDMAX".

4. To enable the property, select the "CREDICARDMIN" property. A form will show on the right-hand side.

5. Check the "Active?" checkbox and click "Update Record" to save the changes.

To assign a limit amount for each company, see the section Assign Min and Max Amount to Company Record.

Assign Min and Max Amount to Company Record

To assign the min and/or max to a company record:

1. From the main menu, click "Admin" and select "Edit Companies". The company list will open.

2. Select the company record that you wish to assign the credit card min and/or max amount.

3. Click on the "Extended Properties" tab and click "Add Record" to open the list of extended properties.

4. Select "CREDITCARDMIN" to enter the credit card min amount, or select "CREDITCARDMAX" to enter the credit card max amount.

   Note

   See the section Activate Min and Max Amounts for Credit Cards if the "CREDITCARDMIN" or "CREDITCARDMAX" options are not available in the list of extended properties.

5. Enter the amount in the open text field and check the "Activate?" checkbox to activate the limit on the web checkout. If the "Activate?" checkbox is not checked, the limit will not be applied.

6. Click "Save" to save and close.

Edit Min and Max Amount for Company Record

To edit the min and/or max for a company record:

1. From the main menu, click "Admin" and select "Edit Companies". The company list will open.

2. Select the company record that you wish to edit the credit card min and/or max amount.

3. Click on the "Extended Properties" tab, select the property record you wish to edit, and click "Edit Record" to open the "Property Value" window.

4. Adjust the amount in the open text field and check the "Activate?" checkbox to activate the limit on the web checkout. If the "Activate?" checkbox is not checked, the limit will not be applied.

5. Click "Save" to save and close.

Delete Min and Max Amount for Company Record

To delete the min and/or max for a company record:

1. From the main menu, click "Admin" and select "Edit Companies". The company list will open.

2. Select the company record that you wish to delete the credit card min and/or max amount.

3. Click on the "Extended Properties" tab, select the property record you wish to delete, and click "Delete Record".

4. A confirmation window will open. Click "Yes" to delete the record.