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Managing payments

You receive payments in your system from different sources. Independent of the payment source, you can manage all incoming payments in the Orders » Payments menu. In general, a distinction is made between two types of payment possibilities: Payments made with a payment provider and payments made without a payment provider. Payments that are made with a credit card or with Sofortbanking always require a payment provider. Cash payments or cash in advance payments do not require a payment provider. For further information about payment methods and interfaces to payment providers, refer to Managing payment methods.

1. Carrying out basic settings for incoming payments

In this menu, carry out settings that you want to use for automatically assigning payments and for giving goodwill on payments. Default settings are already saved in the system. These default values are generally recommended. To change these settings, proceed as follows.

Changing the basic settings:

  1. Go to System » Orders » Payment » Incoming.

  2. Carry out the settings as desired. Pay attention to the information given in Table 1.

  3. Save the settings.

Table 1. carrying out basic settings for incoming payments
Setting Explanation

Match for automatic assignment

Choose between 0.7 (no exact match required for assignment) and 1.0 (exact match required). If you enter a relatively high value, then it may not be possible to assign some payments. Therefore, the value 0.75 is set by default.

Goodwill on payment

You can ensure that, e.g. internal decimal amounts (starting with the third decimal place) do not lead to incorrect bookings by entering a minimum amount of 0.01 (default setting). If you set 0.05, then amounts that are incorrect by 5 cents or less will still be treated as correct bookings.

Import customer bank data

Select whether or not the customer’s bank data should be imported and saved in the customer data when incoming payments are received.
Important: The customer must agree to having their bank data imported and saved. Therefore, this function is set to No by default. Before activating the function, please contact a legal adviser to discuss the legality of doing so. You may need to consider the laws that relate to several different countries of delivery.

2. Booking payments

Payments can either come into your system automatically or they can be booked manually. For example, payments will automatically be imported into your system if you use interfaces to external payment providers. Some payment providers forward the customer to their own page for finalising the payment process. Others have your store receive the payment details and then forward them to the provider in the background. In both cases, plentymarkets receives a confirmation from the provider after a payment has been made successfully and makes a note of the incoming payment directly in the order. You can e.g. manually import bank postings for payments made without a payment provider.

2.1. Importing bank postings

The payment method cash in advance and other transfers take the form of bank postings. With these payment methods, the payments that were booked on your account have to be reported to the system and then they need to be assigned to the orders. Import bank postings into your plentymarkets system in CSV format. Note that the order of the parameters depends on your bank program. First, carry out the necessary data format settings:

Defining the column order:

  1. Go to Orders » Payments.
    → The Payments will be displayed.

  2. Click on the Bank postings » Tab: Data format settings tab.

  3. Select a bank account.

  4. Click on Edit.
    → The Field entries table will be displayed.

  5. Carry out the settings as desired. Pay attention to the information given in Table 2.

  6. Save the settings.

Table 2. defining the column order
Setting Explanation

Bank account

Select Default account or Account 2. If different configurations are required, set up Account 2 as an alternative.

Starting in line

Select a line starting from which the posting data will be imported. CSV files often start with an header line. In that case, select the value 2 here.

Content

Select the content and define the order of the columns in the CSV file.

Then, import the posting file.

Carrying out the import:

  1. Go to Orders » Payments.
    → The Payments will be displayed.

  2. Click on the Bank postings » Tab: Import tab.

  3. Select the bank account from the drop-down list.

  4. Select the field separator.

  5. Click on Browse…​ under Posting file.
    → A new window will open.

  6. Select the CSV file.

  7. Click on Import.
    → The posting file will be imported.

You can repeat this process multiple times. In doing so, duplicates, i.e. data records that were imported twice, will be discarded. Following the import, the automatic assignment will be started and incoming payments are assigned to orders.

2.2. Manually booking payments

In order to manually book a payment or partial payment in the order, e.g. because the customer picked up the item and paid the item in cash or because a payment cannot be found in the overview, proceed as follows.

Booking a payment:

  1. Go to Orders » Edit orders.

  2. Open the order for which you want to book a payment.
    → The Overview tab will open.

  3. Open the Payment tab.

  4. Click on Book payment.
    → The Book payment window will open.

  5. Carry out the settings as desired. Pay attention to the information given in Table 3.

  6. Click on Book payment.
    → The payment will be booked and will be displayed in the payment overview. The amounts displayed in the header row of the overview will be adjusted.

Table 3. manually booking payments
Setting Explanation

Amount

Enter the full or partial amount that you want to book.

Credit/Debit

Select Credit or Debit. The selection depends on the pending amount. Credit is selected by default. Debit is selected for negative pending amounts, e.g. overpaid payments. This selection can be changed if needed.

Currency

Select the currency in which the payment should be made.

Exchange rate

If needed, enter a different exchange rate than what is currently configured in the system.
Important: In some cases, you may want to book a payment in a different currency than is currently selected for the payment (default currency), e.g. in US dollars. In this case, select the option USD under Currency and enter the amount received under Amount.
If you calculated the exchange rate in the menu System » Orders » Payment » Currencies and you want to use this exchange rate, then you do not have to enter anything under Exchange rate, because the exchange rate is automatically used. You will need to make an entry under Exchange rate if you want to use a different exchange rate for this payment, e.g. the exchange rate at the exact moment when the payment is received. In this case, enter the exchange rate that is applicable at this moment.

Designated use

The order ID is entered by default. The entry can be changed.

Incoming payment

Select a date for the incoming payment. The current date is selected by default.

You can recognise manually booked payments by the Manual booking icon.

2.3. Non-bookable payments

In some cases, payments cannot be assigned to orders in the overview any longer. For example interim transaction reports, for which the actual payment has already been booked. These payments will be marked with Non-bookable payment in the overview.

2.4. Interim transaction report

Interim transaction reports are bookings for planned payments. They are delivered by banks with EBICS.

EN Interim Transaction Report 01
Figure 1. interim transaction report

The value date is displayed under Imported. The account is charged on this date. The interim transaction report is confirmed (Figure 2, green arrow) when payment is received (Figure 2, blue arrow).

EN Interim Transaction Report 02
Figure 2. payment and confirmed interim transaction report

The parent ID is displayed for confirmed interim transaction reports. This is the ID of the actual payment.

3. Assigning payments

After the payments were booked in plentymarkets, they will be assigned to orders automatically with the help of a fuzzy search. If the payment cannot be assigned to the order automatically, then you can still manually assign the payment to an order. Unassigned payments are marked with a green arrow.

setting up event procedures for incoming payments

Incoming payment is an important event when it comes to processing orders. This is because items are not typically shipped until the payment was received. In most cases, the order status in plentymarkets changes from status [3] - waiting for payment to status [5] - cleared for shipping as soon as the payment was received. Create event procedures to automatically process orders and ship the items once payment is received.

Unassigned incoming payments can be assigned in two different ways. On the one hand, you can assign individual incoming payments manually. On the other hand, you can assign several payments automatically. For further information about how to determine a match rate for incoming payments, refer to Carrying out basic settings for incoming payments.

3.1. Manually assigning incoming payments

In order to assign incoming payments manually, proceed as follows.

Assigning an incoming payment manually:

  1. Go to Orders » Payments.

  2. Click on Assign payment in the line of an unassigned incoming payment.
    → A window will open.

  3. Select the order to which you want to assign the payment.

  4. Enter the order ID or the corresponding invoice number if the appropriate order is not displayed automatically.

  5. Click on Assign to assign the order.

3.2. Automatically assigning incoming payments with the group function

Use the group function to edit any number of payments at the same time. Proceed as follows to assign the incoming payments automatically with the group function.

Assigning incoming payments automatically:

  1. Go to Orders » Payments.

  2. Filter the incoming payments that you want to assign.

  3. Place a check mark next to incoming payments that you want to assign.

  4. Click on Group function.
    → The Group function window will open.

  5. Activate Automatic assignment.

  6. Click on Execute.
    → The incoming payments will be assigned.

3.3. Removing the assignment of incoming payments

You can either remove the assignment to assign the incoming payment to a different order or to delete the incoming payment afterwards. You can also do this in the Payment tab of an order.

Removing assignments:

  1. Go to Orders » Payments.

  2. Click on Remove order assignment in the line of the incoming payment.
    → The assignment will be removed and a green arrow will be displayed.

Removing the assignment and deleting the payment:

  1. Go to Orders » Payments.

  2. Click on Remove order assignment in the line of the incoming payment.
    → The assignment will be removed and a green arrow will be displayed.

  3. Click on Delete at the end of the line of the payment.
    → The payment will be deleted.

4. Searching for payments

Use the payment search to check payments of a specific payment provider or to find unassigned payments. The Filter tab is used for this.

Searching for payments:

  1. Go to Orders » Payments.

  2. Select the filters. Pay attention to the information given in Table 4.

  3. Click on Search to carry out the search.

Table 4. searching for payments
Setting Explanation

Reset

Click on Reset to reset the filters. Click on Search again to display all incoming payments.

ID

Enter the ID to search for the payment with this ID.

Order ID

Enter the order ID, to search for the payments assigned to this order.

Designated use

Enter a designated use or part of a designated use in order to search for payments with this use.

Account holder

Enter the account holder to search for payments with this account holder.

Assignment

Select Assigned, Unassigned or ALL.
Assigned = Only payments assigned to an order will be displayed.
Unassigned = Only payments not assigned to an order will be displayed.

Payment method

Select a payment method or ALL to search for payments that have this payment method.

D/C

Select Debit, Credit or ALL.
Credit = All incoming payments with a positive value will be displayed.
Debit = All incoming payments with a negative value will be displayed.

Status

Select a status or ALL to search for payments that have this status.

Transaction type

Select a transaction type or ALL to search for payments that have this transaction type.

Currency

Select a currency or ALL to search for payments that have this currency.

Value

Select the operator and enter a value.
Example: Select >= and enter 300 as the value in order to display all payments that have a payment amount of more than 300 EUR.

Received from;
Received to

Select date to search for payments that were received in this time period.

Imported from;
Imported to

Select date to search for payments that were imported in this time period.

Assigned from;
Assigned to

Select date to search for payments that were assigned in this time period.

5. Editing payments

Edit payments either in the Payments or directly in the order. If a payment has already been assigned to an order, you can open the order using the ID next to the yellow arrow in the Assignment column. Click on the ID to open the order. Open the Payment tab within the order to see all payments made in connection with this order. In this tab, you can make use of the same functions as in the Payments menu. Additionally, you can directly book payments.

5.1. Displaying payment information

The following information about amounts is given at the top of the overview of incoming payments in the Payment tab of an order:

  • Total = total order amount

  • Paid = amount already paid

  • Pending = amount not paid yet

5.2. Splitting payments

Manually booked incoming payments, imported bank postings as well as EBICS payments can be split in the Orders » Payments menu. In this way, one payment can be assigned to multiple orders. Note that interim transaction reports cannot be split. To split payments, proceed as follows.

Splitting a payment:

  1. Go to Orders » Payments.

  2. In the line of an incoming payment, click on Split payment.
    → The Split payment window will open and a list with all open orders will be displayed.

  3. Filter the orders if needed.

  4. Place a check mark next to the orders that you want to assign to the payment.

  5. Click on Execute.
    ⇒ The selected orders are assigned to the payment.

Newly assigned payments in the overview after splitting a payment

After clicking on Reload, new entries assigned to the previously selected orders will be created in the payments overview. In addition, an unassigned entry will also be created if there is a remaining amount of the split payment. Then again, the unassigned entry can be split. In order to restore or delete the previously split payment, delete all payments assigned by splitting first.

5.3. Deleting payments

In order to delete a payment in the overview, proceed as follows.

  1. Go to Orders » Payments.

  2. Click on Delete in the line of an incoming payment.
    → The Confirm to delete payment window will open.

  3. Click on Delete payment.
    → The payment will be deleted.

5.4. Editing partial payments

In some cases, customers do not pay the full order amount. An incoming partial payment causes the order status to change to 3.3 (Ready for shipping; waiting for payment). As soon as an order has been completely paid for, the status will change to 4 (in preparation for shipping) or 5 (cleared for shipping). Set up an event procedure to automatically request your customers via email to pay the remaining amount.

Setting up an event procedure
  1. Go to System » Orders » Events.

  2. Click on Add event procedure.
    → The Create new event procedure window will open.

  3. Enter a name.

  4. Select the event listed in table 5.

  5. Save the settings.

  6. Pay attention to the explanations given in table 5 and carry out the settings as desired.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 5. event procedure for automatically sending an email for incoming payments
Setting Option Selection

Event

Payment: Partial payment

Procedure

Customer > Send email

Order: Partial payment received;
Customer

Customising the email template

Before setting up an event procedure, adjust the email template Partial payment received with your company data. Table 6 explains relevant template variables for the Partial payment received email template.

Table 6. email template variables for incoming payments
Template variables Explanation

$PaidAmount

Total amount of the payment that was received

$OpenAmount

Pending amount

$InvoiceTotal

Invoice amount

5.5. Editing overpaid payments

If an order was overpaid, the order is set to status 3.2 (in waiting position). In this way, you can contact the customer before shipping the order and ask why the order was overpaid and pay back the overpaid amount.

6. Displaying incoming payments on the homepage

You can add the element Payments on the homepage of your plentymarkets back end. This element displays information about unassigned payments as well as about all incoming payments from yesterday and today. By clicking on the number of payments, you will be taken directly to the overview of these payments. If you don’t want to use this element on your homepage, you can get the same results by going to Orders » payments and using the search filters.

It is recommended that you take a look at the unassigned payments before editing orders. You should see whether incoming cash in advance payments are among them, which can usually be assigned to an order without a doubt thanks to the amount and the booking text. This saves your customers long waiting times and it saves you unpleasant complaints.

At least once a week, you should edit and sort out the unassigned payments so that you don’t lose track of them in your day-to-day business. For further information about assigning unassigned payments and bookings to orders, refer to Assigning payments.

Tip

Sofortbanking payments will be confirmed via an interface immediately after the payment process. They will then appear again in the system as bank postings. You can delete these bank postings from the list of unassigned payments without concern because the orders in question have already been assigned to the payment.

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