Customer Portal - Processing Portal Payments
Prior to receiving and processing A/R payments from the customer portal, you must first configure the portal and invite customers. Click here for instructions for configuring your customer portal.
Customer Portal Payment Options
When making a payment on the customer portal, the customer can choose what they wish to pay and how they wish to pay it.
- Payment Amount
- Pay Current Balance - this option will select all invoices and show the customer the total to pay to clear all open invoices on their account.
- Pay Selected Items - this option allows the user to select specific invoices to pay. The portal will total the selected invoices for payment.
- Make Open Payment - this option allows the customer to make a payment in the amount of their choice. The system will not attach the payment to any open invoices.
- Payment Type - The customer has 2 options for making an online payment. In order for these options to be available, you will need to set up an EmergePay account with Gravity Payments. You can click here to learn more about setting up an EmergePay account and adding ACH Payments.
- Credit Card
- ACH Payment (payment direct from a bank account)
Processing Customer Payments
After a customer has made an online payment, the portal administrator and the customer will each receive an email verifying the payment details.
Receiving the Payment in RIMSS
To create the customer receipt in RIMSS for the portal payment, navigate to:
Customer > Find > Portal Transactions
The Portal Transaction Report will open in a new tab where you can search all portal transactions. There are pre-fetch filters to help you find specific transactions.
Date Range - choose the appropriate range for reviewing the receipts.
Customer Name - enter a full or partial customer name to find their portal transactions.
Receipt Not Created - this is a quick way to pull all unprocessed transactions.
In the screenshot below, I have pulled all transactions in which the receipt was not created. From this list, I can right-click on a line item and choose "Create Customer Receipt". There are also options to void the payment from the customer, or unvoid the payment. Voids must be completed same day as the payment was posted by the customer. I chose "Create Customer Receipt".
After choosing to "Create Customer Receipt", the system will pop up the customer receipt form filled out with all information provided by the customer. The payment type field will default to the correct customer portal payment method. If the customer chose specific invoices for payment, those invoices will be checked for you. The payment will already be applied. You will need to verify the date of the receipt, the bank account for deposit, and add any Reference or Memo detail prior to clicking on "Save and Close".
If the customer chose to make an "Open Payment" without selecting specific invoices, you will need to select the invoices to apply payment on the customer receipt. Once you select the invoices, you will need to click to "Apply Credits", then click to "Apply Payment" prior to saving and closing. You have the same options to change the date, add details to the Reference field, and add details to the memo field.
After saving and closing the customer receipt, you will be brought back to the Portal Transactions list to right-click and receive additional payments.
NOTE: The customer's portal will not remove the paid invoices until AFTER the customer receipt has been processed in RIMSS. During this period, the payments will be listed as PENDING, and the invoices will appear as OPEN.
Here is an example of the portal with 2 Pending Payments
Here is the same customer account after the two pending payments are processed in RIMSS.
