Overview

The Receive Payments feature allows you to receive payments from multiple Billings at once rather than processing each individually. Sola and Stripe payment processors are supported when there are either ACH or Credit Card payment methods saved on the related Customer Account. If you use Checks or a custom payment method, create a Cash Receipt manually and apply it to the related Billings or use the Receive Payment button on each individual Billing. Billings qualify for batch payments when they have a positive amount, a Payment Method attached to the Account, and a Global Default Payment Processor selected in the Payment Settings screen. When you confirm receiving payment on this screen, the payment is processed by Sola or Stripe and when successfully processed, a Cash Receipt is created for each payment row on the Receive Payments screen and applied to the selected Billings.

In this article:

• Using the Receive Payments Screen
• How to Receive Payments for Multiple Billings
• Error Messages and Current Limitations

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Using the Receive Payments Screen

Prerequisite: Verify the Receive Payments Button

Before using this feature, confirm that your Billings list view includes the Receive Payments button. The older Receive Payments (Classic) button has been deprecated and should not be used.

To verify, navigate to Setup > Object Manager > Billing > Search Layouts > Billings List View. Under List View Button Layout, confirm that Receive Payments appears in the Selected Buttons column. If only Receive Payments (Classic) is listed, remove it and add Receive Payments from the Available Buttons column.

Screen Layout and Fields

When you select your Billings from the Billings list view and click Receive Payments, the Receive Payments intermediate screen opens. At the top, Payment Type displays as Payment Method. This matches the “Electronic” value on the Receive Payment screen from a single Billing record.

Below that, the Payments data grid displays one row for each unique combination of Customer Name, Ledger, and Currency from your selected Billings. If multiple Billings share the same Customer Name, Ledger, and Currency, they are combined into a single row.

Billings that do not qualify for payment on this screen are automatically left off the screen.

Credit Memos and Billings with a zero balance do not appear in the data grid.

Each row contains the following:

• Status: blank on initial load. Displays Success or an error message after processing completes.
• Customer: the customer name from the Billing.
• Bank Account: the GL Account where the payment will be deposited. For Sola, this defaults to the Merchant GL Account and cannot be changed. For Stripe, the default Bank GL Account displays; click the x to clear it and select a different account if needed.
• Payment Processor: the customer’s Global Default Payment Processor. Select a different one from the drop-down list if needed.
• Billing Total: the total amount of all selected Billings for this customer.
• Prior Received Amount: any amount already received against these Billings.
• Conv. Fees: the indicated convenience fee amount for CC or ACH payments, if Convenience Fees are already enabled for Sola.
• Payment Amount: the amount that will be charged when you click Receive Payments.

Expanding the Drawer

To view or edit additional details for a row, click the > arrow on the left side of the row to expand the drawer. To expand or collapse all rows at once, click the arrow at the top left of the data grid header.

The expanded drawer shows:

• Ledger: the Ledger associated with this Billing. Click the hyperlink to view or edit the Ledger record.
• GL Variables 1–4: accounting variables that automatically populate from the Account record. You can adjust these manually if needed.
• Include Convenience Fees: if Convenience Fees are already enabled for Sola, this checkbox defaults to selected. Deselect it to exclude the convenience fee for this specific row.
• Project / Project Task / Product: add these manually if required for this Billing.

The Customer, Bank Account, Ledger, Payment Amount, Convenience Fees, GL Variables, Project / Project Task and Product values are saved on the resulting Cash Receipt.

Removing a Row

To exclude a Billing from the batch before processing, click the down arrow at the far right of the row and select Remove. Click Yes on the confirmation dialog to remove the row.

 

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How to Receive Payments for Multiple Billings

Step 1: Select Your Billings

1. Navigate to Accounting Home > Create Entries > Revenues > Billings.
2. Select a list view other than the Recently Viewed list view.
3. Select the Billings for which you want to receive payment.
4. Click Receive Payments. The Receive Payments intermediate screen displays.

Step 2: Review and Configure the Data Grid

1. Review the data grid. Billings with the same Customer Name, Ledger, and Currency are aggregated into one row.
2. Verify or update the Payment Processor and Payment Method for each row. Both display in the data grid. You do not need to expand the drawer to see them. Select a different one from the drop-down list if necessary.
3. Click the arrow on a row to expand the drawer. In the expanded drawer:
   1. Verify or adjust the GL Account Variables. These populate automatically from the Account record, but can be manually updated.
   2. Add a Product number and/or Project/Project Task if necessary.
   3. If Convenience Fees are enabled and you do not want to charge a fee for a specific row, deselect the Include Convenience Fees checkbox.
   4. If any Billings are eligible for an early payment Billing Discount, those must be received individually. Remove them from the batch or process them separately.

Step 3: Complete the Payment

1. Click Receive Payment.
2. A Cash Receipt is created for each customer and applied to all of their related Billings. You can click View Record on any row to access the related Cash Receipt (see the screenshot below).
3. Create a Bank Deposit for the related Sola or Stripe batch and fees.

The percentage processed displays on screen. When all payments are successfully processed, the status for each row updates to Success and the following confirmation displays: “Payments have been successfully processed; their cash receipts have been created and applied.”

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Error Messages and Current Limitations

Error Messages

No qualified Billings selected

If no qualifying Billings are selected, an error message displays. Billings qualify when they have a positive amount, a Payment Method attached to the Account, and a Global Default Payment Processor selected in the Payment Settings screen.

Billing Cash Receipt (BCR) error

If a BCR error occurs, a message indicates that the BCR record was not created. The Cash Receipt that was created will need to be manually applied to the Billing. The Cash Receipt number displays in the error message, and a View Record hyperlink in the data grid provides access to the related record.

Payment Activity error

If a Payment Activity error occurs, a message indicates that the Payment Activity and BCR records were not created. The Cash Receipt that was created will need to be manually applied to the Billing. The Cash Receipt number displays in the error message, and a View Record hyperlink in the data grid provides access to the related record.

Live Mode and Test Mode conflict

All Billings selected for batch payment must be associated with payment methods that are either all in Live Mode or all in Test Mode. If Billings in both modes are selected, an error message displays.

Current Limitations

• Supported payment processors and method: Receive Payments supports Sola and Stripe with Payment Methods already saved for each customer. Payment Methods must be configured in Salesforce before they appear in the data grid. Other payment types, including checks and custom payment methods, are not supported for batch payments. To process these, create a Cash Receipt manually and apply it to the related Billings, or use the Receive Payment button on each individual Billing.
• Credit Memos are not supported: Apply Credit Memos to Billings before selecting them from the Billings list view to receive payment on the remaining Billing Balances.
• Billing selection limit: You can select up to 64 Billings from the list view per batch.
• Field sets: Field sets are not currently supported in the Receive Payments intermediate screen.
• Billing Discounts: If any Billings are eligible for an early payment Billing Discount, those must be received individually.
• Cash Flow Category is set to the default value for Cash Receipts. Since this field is not in the drawer the value cannot be changed on the screen; however, it can be amended, if necessary, after the Cash Receipt is created.

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