Payments Screen - Uploading, Allocating, and Editing Payments (Back office) – FBO One Helpdesk

Introduction:

The Payments page allows for creating new Wire Transfer payments from uploaded bank statements or manually to allow for payment allocation to unpaid invoices. All forms of payments on orders can also be viewed on this screen.

Functions:

The Payments back office page allows for the following functions:

Payments overview: Use search and filtering for a complete overview of all created payments in FBO One.
Allocate payments to orders and invoices: Allocate received payments from uploaded bank statements or manually created wire transfers to orders and invoices.
Upload bank statement files: Batch upload payments from bank statements quickly and easily. Saving time in manually creating many received payments.
Record bank charges and payment differences: Account for bank charges for received payments and currency payment differences.
Add wire transfers: Manually create wire transfer payments for allocation to invoices and orders.

Payment Filters:

Payment filters can be used together with search to filter through all available payments in a FBO network.

Filter	Description	Example
Free text search	Free text search, searching by: Payment key, Amount, Description, External POS number, Payment remarks.
Administration	Filters on available Administrations for payments, if blank then current Administration (based on FBO location) is used. If Administration groups are used, they will show as an option with the number of Administration group members shown.
From debtor	Filters on debtor assigned to a payment. This can include payments that are received unallocated and already allocated. If blank, then all debtors show, including wire transfer payments without a debtor assigned.
Form of payment	Filters on the form of payment, if blank then all forms of payments are shown.
Payment uploads	Filters on payments uploaded from file. The ‘Payment uploads’ filter will populate after each successful upload in the following format: 'Date of upload \| Administration \| Settings name (Count for this date)' Note: The following filters are ignored when ‘Payment uploads' filter is used: From debtor, Form of payment, On or after date, Before date
On or after date	Filters to show payments on or after this date, shown in the ‘Date’ column. Note: The default ‘On or after date’ is the start of the current month. Tip: Using with ‘Before date' filter will create a date range.
Before date	Filters to show payments before this date, shown in the ‘Date’ column. Note: The default ‘Before date’ is the start of the next month. Tip: Using with ‘On or after date' filter will create a date range.
Only unallocated	Filter to show payment rows that have an ‘Unallocated’ amount greater or less than 0. Note: ‘Only unallocated’ is enabled by default. When payments are fully allocated, they will automatically disappear due to no longer having an unallocated amount; disable this filter to show fully allocated payments.
Only payments received	Filters to show payment rows that have a positive amount ‘Amount’. Note: ‘Only payments received’ is enabled by default. Disable this filter to view payment rows that have a negative amount e.g. credit payments.
Include ignored payments	Include any wire transfer payments that have been ignored, and therefore can no longer be allocated to orders and invoices.
Filter summary	Shows a result summary from current filtering. Format: Payments found and total amount sum \| Administration \| Filters applies. Clicking the arrow button on the right will show or hide filters allowing for more space on smaller screens.

Upload Bank Statement:

'UPLOAD BANK STATEMENT' allows uploading bank statement files of various formats to batch create the payment lines directly into FBO One. Saving time compared to individually adding each wire payment.

Payment upload info:

Uploading bank statements allow for batch creating payments for allocation.
Bank costs can be accounted for automatically against a received payment.
File upload settings allow for high flexibility for supporting different file formats and layouts from various banks.
File upload settings are saved and referenced automatically on next upload from the same bank.
Bank file statements can usually be downloaded from your bank website, accepted file types for upload are CSV, TAB, STA, TXT (if has a delimiter).

Add Wire Transfer:

The 'ADD WIRE TRANSFER' allows manually creating received wire transfer payments for allocation to due invoices and outstanding orders.

Payment Grid

The payment grid gives an overview of all payments per Administration. Clicking a row will open the Payment detail screen. This screen shows the Payment Allocations and allows the user to add an allocation.

Allocate payment

Allocating payments in the Payments page info:

The Payments (Back office) page is the primary page for creating wire transfers, giving an overview of all payments for each Administration.
Clicking on any wire transfer payment, row opens the payment detail column allowing for payment allocations by searching by invoice and order key.
The Payments (Back office) page is suited for viewing all payment allocations, creating wire transfers, making corrections to payments, and as an overview of all payment types.

Columns

Columns will show only if found in grid.

Column	Description	Example
Date	The payment date. This is the date the payment was created.
Key	The payment key. This is the unique number for the payment and can be searched for in ‘Free text search’.
Amount	The amount and currency received for payment. This is the gross amount before any adjustments from bank costs or payment differences.
Bank costs	Bank costs amounts from related uploaded bank cost payments. Note: Bank cost payments are linked to received payments by matching payment transfer details.
Payment differences	The total amount of payment differences for a wire transfers.
Adjusted Amount	The total amount adjusted after accounting for Bank costs and Payment differences. Amount - (Bank costs - Payment differences)
Unallocated	The amount unallocated for a wire transfer payment. This is the amount that needs to be allocated to any unpaid orders or invoices to mark as paid.
Allocated	The amount allocated for a wire transfer payment. This is the amount that has already been allocated to orders or invoices to mark as paid.
Form of payment	The form of payment for the payment.
From	The debtor the payment is received from. For wire transfers, choosing a debtor restricts the unallocated amount to only be used for the debtor’s orders and invoices.
Transfer details	The transfer details for the payment. This is the remark added from the ‘Description’ column of created wire transfers, it’s also the ‘POS receipt number’ for standard payments.
Remarks	The payment remarks. The free text remarks added when creating the payment.
Ignored	If the wire transfer payment has been ignored. If ‘Yes’ the wire transfer can no longer be used for any payment allocation to orders or invoices.

Payment Detail

The following functions are available in the Payment detail column:

Delete or Edit payments - Delete or edit payments, including amounts and date of transfer.

Assign debtor to unknown payments - Use the ‘From debtor’ icon Add debtors to restrict unallocated amounts to only be used for a certain debtor.

Allocate amounts to invoices - Allocate wire payment amounts received to invoices and orders with an amount due.

Ignore payments - Mark wire transfer payments as ignored to prevent payment allocations to invoices or orders.

Deleting payments

Deleting a payment is available for payments that have not been invoiced and for wire transfers that have no payment allocations.

Ticking the checkbox is required to ensure accidental payment deletes are not done.

Editing payments

Editing a payment is available for payments that have not been invoiced and for wire transfers that have no payment allocations.

Editing Wire Transfers

Wire transfers that have no allocations can be edited to allow changing the following:

Transfer date/time: The payment date.
Amount: The wire transfer amount received.
Currency: Drop down of available currencies. Note: Currency exchange rates may need to be set for allocation to invoices in different currencies. See Exchange rates
From debtor: The debtor the wire transfer was received from, and is restricted to for allocation. Note: If not set, the wire transfer payment can be allocated to any debtor.
Transfer details: Free-text information for the wire transfer. This field is populated by the ‘Description’ column when uploading a bank statement.

Editing all other Payments

Non-wire transfer payment types fields can be edited:

The Amount cannot be edited. Deleting the payment and creating a new payment with the correct amount should be done instead.

Payment date: The payment date.
Form of payment: Change the form of payment type.
Payment remarks: Add free text remarks for the payment.

Fields

Field	Description	Example

From debtor	Displays the debtor the payment applies to. This restricts wire transfer allocation to this debtor only. Clicking on ‘From debtor’ allows changing the debtor for the payment (wire transfers only).
Date	The payment date. This is the date the payment was created.
Online payment status	The current online payment status. Only applicable if the payment is an online payment.
Bank statement source	The bank statement upload source. The date and settings used for upload of bank statement. See ‘Payment uploads' filter.
Transfer details	The transfer detail description added for wire transfers or uploaded payments from bank statements.
Total payment	The total amount before any adjustments.
POS receipt number	The point of sale receipt number added on offline payments.
Cost for wire transfer	The payment key for the wire transfer the bank cost payment applies to. Clicking on ‘Cost for wire transfer’ will open the cost payment’s detail.
Payment difference	The payment differences sum for wire transfers.
View order	The order that the payment was allocated to. Clicking on the ‘View order’ button will open a 3rd column showing the order details.
View invoice	The invoice the payment was allocated to. Clicking on ‘View invoice’ will redirect to the invoice detail page.
Source wire transfer	The payment key for the source payment used for payment allocation. Clicking on ‘Source wire transfer’ will open the source payment’s detail.
Remarks	Free-text remarks added on the payment.

Find invoice/order	On click expands to allow for allocating unallocated payment amounts from wire transfers to invoices or orders.
Key	The payment key for the payment allocation.
Handling	The order key and invoice for the payment allocation.
Payment	The amount allocated as paid to the invoice.
Remark	Payment remarks for the allocation.
Total payment Payment differences Bank costs	The sum of all payment allocation rows. The sum of all payment differences. The sum of all bank costs incurred and added to the payment for allocation.
Total payment adjusted Already allocated To be allocated	The total payment adjustment after the total payment has had payment differences and bank costs deducted. The total amount allocated to orders and invoices. The total unallocated amount to be allocated (Total payment adjusted - Already allocated).

Date	The created payment date for the bank cost payment.
Key	The payment key for the bank cost payment.
Amount	The total amount for the bank cost payment.
Transfer details	The transfer details/description for the bank cost payment.

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Payments Screen - Uploading, Allocating, and Editing Payments (Back office)