Finance Information

Review the following to learn more about the financial settings and behaviors of QuickPay.

Batch Selection

Quickpay initially submits the invoice payment without assigning it to a specific batch. This allows iMIS EMS to automatically select an existing batch or create a new one based on internal business logic.

Auto-created batches will have a Description of Auto-Created for XXXX, replacing “XXXX” with the username of your Cloud Background Account. The Created By field is also be set to this user.

In rare situations, iMIS may be unable to automatically select or create a batch. When this occurs, QuickPay searches for a batch that meets all of the following criteria:

  • The batch is open
  • The batch date is the current date (UTC)
  • The description is “iMIS QuickPay Auto-Created Batch“
  • The batch was created by the Background Account username

If no batch is found in iMIS matching these criteria, a new one is created. This batch will be used with the invoice payment (“order”).

Important! QuickPay does not automatically post this batch. Your finance team must review and post these batches manually.

Notes: Cash-based Dues Invoices

  • QuickPay retrieves invoices from iMIS using the Bill To ID (iMIS ID) and the invoice reference number.
  • For cash-based dues (invoices where the reference number starts with Cash-), multiple invoices may share the same reference number.
  • QuickPay can process these invoices only when a single invoice with that reference number has an outstanding balance.
  • If multiple invoices for the same Bill To ID share the same reference number and two or more have open balances, QuickPay cannot process the payment.

Payment Methods and Payment Method Sets

QuickPay requires a single payment method to be selected for all transactions. In addition, QuickPay uses the iMIS Pay Central SDK, which controls the credit card number, credit card type, and the authorization and processing wordflow.

The following options are not supported using QuickPay:

  • Payment method sets including payment method set drop-downs
  • Using a split payment method per credit card
  • Credit card type restrictions at the feature level

    • Note: To restrict specific credit card types, contact ASI to apply the change at the iMIS Pay account level.

The recommended approach is to create a single payment method with the following configurations:

  • Type: Credit Card
  • Name: QUICKPAY or QP

This payment method should be used exclusively for QuickPay transactions. This makes it possible to identify transactions through an IQA query.

Note: To build an IQA query for QuickPay-specific payments, use the PaymentSummary business object and filter on the Payment Method ID using the designated QuickPay payment method.

CSI_QuickPay_Invoice - Invoice ID vs Invoice Number

  • Invoice Number - The standard identifier displayed in iMIS. For example, cash-based dues are labeled CASH-12345 and other invoices are labeled R12345. The Invoice Number is visible in Finance > Invoices.
  • Invoice ID - A system-generated unique identifier for each invoice, as the reference number itself is not unique. It is typically not displayed in the user interface and is used internally by iMIS. The Invoice ID is often derived from the Invoice Number combined with additional values such as the Billing Log Key or the Generated On date. For example, multiple cash-based dues invoices may share the same reference number, but the Invoice ID ensures uniqueness.

Tip:

The same Invoice Number may exist for different individuals; however, the Invoice ID is always unique.

When building reports, joining on Invoice ID is recommended when available, as it ensures accurate results. The ability to do so depends on the business object being used.