Adding a Payment

You can generate one-off or recurring payments which can be linked to FUM or Campaigns. Once a payment is received and noted in the system you can then generate reconciliation reports which collate information at client or adviser level (for example).

The purpose of this guide is to provide instruction on how to add an invoice payment to a client in XPLAN. 

When in a client record

1. Navigate to the XPLAN > Administrative Functions > Invoicing
   • Click on the Action Arrow for an Invoice that has Outstanding funds, then select one of the following:
     • Make a Payment - manually add a Payment.
     • Make a Credit Note - apply Credit Note against total outstanding amount. To add a credit note.
     • Make a Payment via [Payment G gateway] - use a Payment Gateway to bill a client's credit card. (Not currently available functionality)
       
       
2. The Payments Results panel is where you can see all payments added for the client (dependant on filters).
   
   
   
   
3. Click on the Add button in the Payment Results section and then enter the details of the Invoice Payment received such as Date Received, Amount, then work through the Details and Comments Tabs.
   
   
   

    

   
   Details tab
   
   

   • User - Set the billing user for the Payment
   • Transaction Type - Select either
   • Payment - Value of Payment is applied against the Invoice. This is the only option when completing an Invoice or by adding a Payment from an Invoice that has Outstanding funds.
   • Refund - When adding a Payment that is not directly associated with an Invoice you can refund the Payment amount, representing a refund to the customer.
   • Dishonour - Payment is dishonoured, such as a bounced cheque.
   • Method
     • Select how the Payment is received. Depending on the selection additional fields are displayed for further details.
     • Credit Card uses the Legacy Payment Gateway. To use a 3rd Party Payment Gateway, you should Cancel the Payment, and restart from Step 1 selecting Make a Payment via Payment Gateway. (Not currently available functionality)
     • Direct Debit uses the client's saved Bank Account details.  Client Bank Account Details
   • Amount - The Payment amount.
   • Reference - You can record your own reference information here.
   • Bank - This is used for your own records.
     
     
     

   Note: The below Auto Allocation options will only allocate funds to Invoices that have Allocation ticked.  Add an Invoice

    

   • Allow Auto Allocation - Any unallocated Payment amounts can be automatically allocated by XPLAN for future Invoices. For example, if a Payment of $100 is applied to an invoice of $40, there is $60 unallocated.
     
     Select either:
     • Yes: Any unallocated funds will be automatically applied to the next Invoice created for this client.
     • No: Any unallocated funds must be manually applied.
   • Allow Auto Allocation for Existing Invoices - Starting with the oldest outstanding Invoice, the Payment amount is automatically applied to outstanding Invoices. 

   
   
   Comments tab
   
   

   • Comments - Enter any comments as required. Save the Payment by clicking one of the following:
     • Save
       • The Payment is saved against the client.
       • When Payments created by completing an Invoice with Save & Add Payment, or against an Invoice that has Outstanding funds, the Payment amount is allocated to the Invoice. Any excess funds will be listed as unallocated.
       • Payments created without associated to an Invoice will have all funds listed as unallocated.  To allocate Payment funds to Invoices
     • Save & Modify Allocations (Only for Payments associated with an Invoice).
       • The Payment is saved and the page refreshed to show the Payment Allocations. The associated Invoice is listed, with the total Amount of the Payment allocated against the Invoice.  To allocate Payment funds to Invoices.
     • Save & Add Allocations (Only for Payments not associated with an Invoice).
       • The Payment is saved and the page refreshed to show the Payment Allocations. All of the client's unpaid Invoices are listed.  To allocate Payment funds to Invoices. 

Payment Transfers

Learn how to select invoice payments to be group together for Payment Transfer.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on Feb 21, 2018)

Generating a Payment Receipt

When in a client record

1. Navigate to the XPLAN > Administrative Functions > Invoicing
   
2. Click on the PDF button to the left of the payment you wish to generate the Payment Receipt for, then select your payment receipt template.
3. The document will generated as a PDF document via your notification envelope.