Payment

1. Payment Overview

The Payment Screen is a centralized hub for managing and monitoring financial transactions. It provides a comprehensive overview of payment activities, making it an integral part of the sales and order management system. This screen is designed to help users understand and navigate the complexities of transaction management. With its intuitive layout and real-time data updates, users can efficiently handle payment-related tasks. The Payment Screen is divided into three key sections: Payments List, Transaction Details View, and Drill-down Payment Details Panel. Each section offers unique insights into payment data, enabling users to make informed decisions.

• Go to Administration
• Click on Sales 
• Click on Payments under Sales Action

 2. Key features of Payment tab

1. Select All: The Select All checkbox is located on the left side of the toolbar and allows users to select or deselect all available entries in the current view. When checked, all items on the page are marked for actions such as downloading or batch processing. 

2. Download Selected: The Download Selected button is positioned in the top-right area of the toolbar and facilitates downloading the data associated with selected items. This button is essential for users who need to access their data offline or perform further analysis. When clicked, the button saves the selected entries in a predefined format, such as EXCEL and JSON. If no items are selected, the button may remain inactive or prompt the user to make a selection before proceeding.

3. Refresh Button: This feature reloads the current data set to reflect any updates or changes made in real time. By clicking the Refresh Button, users can guarantee that they are working with the most current data. 

4. Filter Panel: The Filter Panel allows users to refine their search and locate specific records quickly. A dropdown labeled "Select Filter" provides options for narrowing results based on predefined criteria, such as date range, status, or category. Users can add or remove filters to customize the search dynamically and improve precision.

5. Search Bar: The Search bar allows users to locate specific payment by entering keywords such as payment number, account number, customer reference number, or merchant document number.

6. Navigation Controls: The pagination controls, visible at the top right, help users navigate through multiple pages of results. Users can view details for a specified page by entering a page number or using navigation arrows. The dropdown for "25 per page" allows them to adjust the number of entries displayed on a single page.

3. Payment Details Overview

Key details for each payment includes:

• Payment Number: The Payment Number is a unique code given to each payment. It helps find, track, and manage payments in the system. This number is very important for keeping records and solving any problems that might come up. It's like a name tag for each payment. 
• Customer Name:  The Customer Name field shows the name of the company that made the payment. It connects the payment to the customer who made it. This field makes it easy to identify payments and add context for reporting or communication. The Customer Name field is like a label that says who made the payment. It's displayed clearly so users can quickly see who made the payment.
  
• Payment Method: The Payment Method field shows how the payment was made, such as by credit card, or other methods.
• Transaction Method: The Transaction Method field explains how the payment was made, such as Ecommerce or moto.
• Created By: The Created By field shows who made the payment entry, usually displayed as an email address or username. This field provides transparency and accountability. It helps users see who made the payment and when. 
  
• Created On: The Created On field shows the exact date and time the payment entry was made. 
• Payment Status: The Payment Status field shows the current state of the payment, such as "Success," "Failed," or "Pending." 
• Total Amount: The Total Amount field shows the total amount of money involved in the payment.

4. View Details 

• Users can click on View Details for an expanded view of the Payment. This option provides additional information, enabling users to delve deeper into payments, edit details, or track changes.
• Click on View Details

Payment Details

• Payment No.: The Payment No. field displays a system-generated unique number for the transaction. This identifier serves as a primary reference for tracking the payment in the database. 
• Payment Method: The Payment Method field shows how the payment was made, such as by credit card, or other methods. This field helps users group and manage payments by how they were made. It also helps make sure that payments are legitimate and were made through the right channels.
  This field lists the various ways a customer can pay. The options include:
  • • Credit Card: Payments made using a credit card issued by banks or financial institutions.
    • ------ACH Regular: A direct payment method via the Automated Clearing House network, commonly used for recurring payments.
    • ACH E-check: An electronic version of a traditional paper check, processed through the ACH network.
    • Bolt Device: Likely refers to a specific physical device or system used for secure payments at point-of-sale terminals.
    • Bluetooth Device: Payment using devices with Bluetooth capabilities, such as smartphones or portable card readers.
    • Bank Account: Direct payments or transfers from a customer's bank account.
• Transaction Method: The Transaction Method field explains how the payment was made, such as Ecommerce or moto. This field gives insight into how customers interact with the system. It helps businesses understand how customers are making payments and which methods are most popular.  This field represents the type of transaction performed, providing insight into its purpose or nature:
  • • Authorization: A temporary hold placed on funds in a customer's account to ensure payment availability.
    • Sale: A complete transaction where the payment is processed and captured simultaneously.
    • Capture: Finalizing an authorized transaction, collecting the held funds.
    • Void: Cancelling a transaction before it has been processed or settled.
    • Refund: Reversing a completed transaction, returning the money to the customer.
• Created On and Modified On: The Created On and Modified On fields display the timestamps for when the transaction was initially recorded and last updated in the system. These timestamps indicate the lifecycle of the transaction and provide a clear record of when changes were made.
• Total Amount: The Total Amount field displays the final amount charged to the customer. This field ensures clarity about the exact sum, considering any discounts, fees, or taxes included. 
• Payment Status: The Payment Status field indicates the current state of the payment. 
• Transaction Type:  The Transaction Type field specifies the type of transaction, such as Authorization, Capture, or Refund. This information is crucial for understanding the payment lifecycle and ensuring that payments are properly processed. By knowing the Transaction Type, businesses can optimize their payment processing systems and improve the overall customer experience. The Transaction Type field is typically used for payment processing, reconciliation, and customer support. This field represents the type of transaction performed, providing insight into its purpose or nature:
  • Authorization: A temporary hold placed on funds in a customer's account to ensure payment availability.
  • Sale: A complete transaction where the payment is processed and captured simultaneously.
  • Capture: Finalizing an authorized transaction, collecting the held funds.
  • Void: Cancelling a transaction before it has been processed or settled.
  • Refund: Reversing a completed transaction, returning the money to the customer.

Applied Transactions

• Document No.:  The Applied Transactions Document No. field displays a unique identifier that links the payment to a related order or invoice. 
• Merchant Doc No.: The Merchant Doc No. field holds a merchant-assigned reference number for internal tracking purposes. 
• Document Type:  The Document Type field categorizes the related document as an Invoice. This field helps differentiate between various types of documents and ensures that payments are properly allocated. 
• Invoice Type: 
• Created On and Posted Date:  The Created On and Posted Date fields display the date when the transaction was recorded and officially recognized in the system. These dates help align payment records with business reporting cycles. The Created On date reflects when the transaction was initially recorded, while the Posted Date indicates when the transaction was officially recorded. 
• Invoice Amount: 
• Due date:  The Due Date indicates the deadline for payment completion. It is critical for cash flow management and ensures that both the merchant and customer have clear visibility into payment timelines.

Discount Applied and Balance Amount

• The Discount Applied and Balance Amount fields provide details about any discounts applied to the order and the remaining balance owed. The Discount Applied field indicates the amount of discount applied, while the Balance Amount field shows the remaining balance owed. 
• Payment Applied: The Payment Applied field indicates that the full payment amount has been successfully allocated to the order. This field prevents any payment mismatches and ensures that payments are properly recorded. 
• Transaction ID and Processor ID: The Transaction ID and Processor ID fields display unique identifiers assigned by the payment processor. These identifiers enable tracing of the transaction across financial institutions.