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Manual CC/ACH Payment Recording Process

This article will go over the process to properly record payment records that have been taken outside of RMA by a 3rd party Processor. This process is typically used when the assigned Processor is not compatible with the RMA software for direct payment charges. Instead, this requires users to process the CC's/ACH information within the 3rd party Processor's website and then record the transaction within the RMA software to properly update the account balances. 

Process

  1. Charge the ACH/CC within the 3rd Party Processor's website. 
  2. Confirm the charge went through and fully processed within the 3rd Party Processor's Website. 
  3. Log into the RMA application.
  4. Go to Transactions>Payments>Local Payments>Mail Payments.

  5. Click the "Add" button to create a new record. 

  6. Enter in the account number for the payment you just processed within your 3rd Party Processor site. 
  7. Input the payment amount and payment type for the transaction. 
  8. Input the payment date the payment was taken. 

  9. Input a Document ID if there is a specific document from the 3rd Party Processor that you want to reference for this payment. If not, leave blank.
  10. Input a Batch No. for this payment if there is a Batch No. you want to reference from the 3rd Party Processor. If not, leave blank. 
  11. Continue to fill out any additional fields such as Discount Amount, Note, Check/Coupon No., etc. if applicable to that specific payment record. 
  12. Once done, you will need to select the invoice that the payment should be applied to in the bottom screen by double clicking on the invoice.
  13. Once selected/applied, it will reflect the amount applied to that invoice under the "Pending" column.

  14. If everything looks correct, save the payment record. 
  15. After saving, go into Customer Information and locate the account.
  16. Click on the customer's Invoice tab and select the month you created the payment for. 

  17. Click View Invoices and you should see the payment with an Aesterisk * next to it showing that is has not been posted yet. 

  18. You will then need to go into the Posting window to post the Payment record. 
  19. Once Posted, the Aesterisk will remove from the payment record and the new account balance should reflect on the Invoices tab.