Payments guide

Complexity Intermediate
EMS Compatible Yes
iMIS 2017 Compatible No
Actions Insert, Insert w/ Matching Help

The Payments feature of iDMS is used to pay invoices. The mapping determines how billing payments are entered into iMIS and where payments are applied.

Mapping

Due to the flexible nature of billing payments, there is an additional help screen that can be accessed when mapping.

Required

  • Amount - Total of payment made.
  • Bill to Party ID - iMIS ID of record that is paying an invoice.
  • Payment MethodID - Which payment method should be used.

    • Note: To pay later (such as importing an order but not paying it), leave Payment Method ID blank and enter the Purchase Order Number in the Check Number field.

    Payment Method IDs can be found in iMIS by going to Settings > Finance > Pay Central > Payment methods.

Optional

We recommend using some optional fields.

  • Date - (recommended) The date associated with the payment. If no date is provided, iDMS will calculate the current date, which is based on server locations and time of day the job is running.
  • Check Number - The check number associated with the payment.
  • Invoice ID(s) - If paying using a specific invoice ID, map the ID of the Invoice.
  • Invoice Ref Num - The reference number/ID associated with the invoice.
  • Open Credit Invoice Ref Num(s) - The reference number(s) associated with open credit invoices used for payment.
  • Invoice Type(s) - If paying by invoice types, map the invoice types. Payments will be applied in the order you select. Additional details below.
  • Is Pre-Payment (Credit Only) - Check this box to apply prepayment exclusively. When this option is set, other filtering criteria is ignored (such as invoice numbers, invoice types, or source systems).
  • Source System(s) - If paying by source system, map the source systems. Payments will be applied in the order you select. Additional details below.

Mapping Notes

Note: If there is no match on for invoice number, invoice type, and source system, the payment will default to paying Dues for the Bill to ID. When paying invoices, if the payment amount is greater than the invoice, the payment is applied as a credit to general AR.

Tip: The Payment amount exceeds order total error is caused by not enabling the Allow staff users to enter prepayments and overpayments setting. Enable this setting by going to Settings > Finance > General.

Based on the mapping provided, payment functionality can differ.

Paying by Invoice ID(s)

If paying by specific invoice ID(s), see the sample mapping below on how to pay by invoice ID(s).

Paying by Invoice Number

If paying by specific invoice number, see the sample mapping below on how to pay by invoice number.

Paying by Source System

Select the source system(s) from the multi-select drop-down. Select source system types by the order in which payment should be applied.

Paying By Invoice Type

Select the invoice type(s) from the multi-select drop-down. Select invoice types by the order in which payment should be applied.

Note: We do not recommend paying by invoice type for most general purposes.