Controlling the recognition of credit card entries in batches

If the Recognize Credit Card Order Payments as Prepaid Cash option is enabled, credit card payments are recognized when they are entered. If the Recognize Credit Card Order Payments as Prepaid Cash option is not enabled, credit card payments are not recognized until their orders are invoiced. The batch into which delayed credit card payments are recognized depends on your system configuration, and on the method you use to generate invoices.

If you are licensed for the Full Order Entry module (Orders), you can control the accounting batch to which delayed credit card payments are posted when you run Process orders> Invoice orders:

To recognize credit card payments in a new or current batch

  • Enable the Create New Batch for Invoicing option (from Orders, select Set up module > Order staging).

    iMIS will create a new, self-balancing batch for the entries generated by the invoicing process. The batch, which appears on the Manage batches window, is automatically marked ready for posting and must be posted from this window (from AR/Cash, select Manage batches). The only cash entries in this batch are credit card payments.

    • Note: System-generated batches are designed to be posted unchanged. When you edit a system-generated batch or add transactions to a system-generated batch, you must designate a cash account for that batch before your changes can be saved and before the batch is posted.

To recognize credit card payments in the batch in which they were entered, even if closed

  • Disable the Create New Batch for Invoicing option (from Orders, select Set up module > Order staging).

    • Note: When using the Full Order Entry module (Orders), invoices run using the Print button will not make entries into a closed batch, even if the Create New Batch for Invoicing option is disabled.

If you are not licensed for Full Order Entry, or if you are licensed but you disabled the Create New Batch for Invoicing option, credit card payments are recognized in the batch in which they were originally entered. Under these conditions, credit card cash entries may be posted to previously closed batches if invoicing is delayed.