Configure payments, providers, and reconciliation

Payments and reconciliation administration

This page covers the accounting records used to make payment options available, review payment activity, create matching rules, and review electronic-invoicing proxy identities.

A payment provider is the service configuration that makes payment options available. A payment method is a named payment method that providers can support. A payment token records stored payment details, while a payment transaction records a payment attempt and its state. A reconciliation model defines how bank activity is matched and which counterpart entries are created. An EDI proxy user holds the identity fields used by an electronic-invoicing connection. Accounting Payment Methods are read-only accounting reference records with a name, payment type, and code.

Before you start

Prerequisites

• Have access to the Accounting configuration area. Some lists are restricted to particular accounting permissions.
• For provider configuration, know whether the provider is installed and whether its state is disabled, test, or enabled.
• For a currency-restricted provider, have the currencies to select in Available Currencies.
• For a transaction action, open a transaction whose State is authorized.
• For reconciliation work, know the intended Rule Type, matching journals, amount rule, and partner-matching information.

Provider installation and state determine which provider pages and controls appear. A disabled provider hides payment-method controls and publication controls. A provider that requires a currency makes Available Currencies required while it is not disabled.

Find and open an accounting record

Use the Accounting configuration area to reach the lists for Payment Providers, Payment Methods, Payment Tokens, Payment Transactions, Reconciliation Models, EDI Proxy Users, and Accounting Payment Methods. The available actions use list, kanban, and form views according to the record type. Accounting Payment Methods use list and form views, and their search includes Payment Method and Payment Type.

Prerequisites

• You know which record type matches the work you need to do.
• You have the required Accounting access.

Steps

1. Open the Accounting configuration area.

2. Choose the record type that matches your task.

   If you need to…	Choose…
   Configure payment services	Payment Providers or Payment Methods
   Review stored payment details	Payment Tokens
   Review payment activity	Payment Transactions
   Create matching rules	Reconciliation Models
   Review electronic-invoicing identities	EDI Proxy Users
   Review accounting payment references	Accounting Payment Methods

3. Search the list by the available record name or reference.

4. Open the record you need to review or configure.

Result: The selected accounting list or record is on screen.

Configure payment providers and methods

Use a payment provider to control availability and provider settings. Use a payment method to review the options supported by providers.

Prerequisites

• You have opened a provider or payment-method record.
• You know the countries, currencies, and provider options that apply.

Steps

1. In a provider record, enter the provider Name and select its State.

2. In Payment Methods, review the methods available to the provider.

3. Set Allow Tokenization, Capture Manually, or Allow Express Checkout when those controls are available.

4. Set Maximum Amount, Available Currencies, and Available Countries for provider availability.

5. Choose the provider path that matches its state.

   If the provider is…	Select…
   Not installed	Install or Upgrade
   Disabled	Activate

6. Select Enable Payment Methods to manage the methods available to the provider.

7. In a payment-method record, review Name, Code, Primary Payment Method, and Active.

8. Review Supported Countries, Supported Currencies, and Providers.

9. If the method is primary, review its Brands page.

The Payment Providers list does not provide a create form; use the provider duplication route when you need another provider record.

Review the provider message fields when they are available: Pending Message, Authorization Message, Done Message, and Cancel Message.

In the payment-method configuration, review Support Tokenization, Support Express Checkout, Support Refund, and Supported by.

Warning: Warning Creating a payment provider from the CREATE button is not supported. Please use the Duplicate action instead. Use the Duplicate action when you need another provider record rather than creating one from the CREATE button.

Warning:

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These properties are set to match the behavior of providers and that of their integration with Flectra regarding this payment method. Any change may result in errors and should be tested on a test database first.

Empty state — Payment Methods: No payment methods found for your payment providers.

Result: The provider or payment method shows the availability and option settings you entered.

Handle provider and method conditions

Provider installation, provider state, currency requirements, and whether a method is primary change the controls and pages available to you.

Prerequisites

• You have opened the provider or method record.
• You can see its current state and whether the method is primary.

Steps

1. Choose the path that matches the record.

   If the record is…	Use this path
   Not installed	Use Install, Upgrade, or the available installation option.
   Disabled	Use Activate before managing payment-method or publication settings.
   Configured to require a currency and not disabled	Complete Available Currencies.
   A primary payment method	Open Brands when brand settings are needed.
   Not a primary payment method	Continue with the available method settings.

2. Review the provider Configuration and Messages pages after the condition is handled.

3. If publication is available, use Published or Unpublished to identify the current publication state.

Result: The record is on the branch that matches its installation, state, currency, and primary-method settings.

Review payment tokens and transactions

Use a payment token to review stored payment details. Use a payment transaction to review a payment reference, amount, parties, provider, and current state.

Prerequisites

• You have opened the Payment Tokens or Payment Transactions list.
• For transaction actions, the transaction State is authorized.

Steps

1. Open a payment token to review Payment Details, Payment Method, Partner, Provider, Provider Ref, and Company.

2. Select Payments to open transactions linked to the token.

3. Open a payment transaction and review its details.

   Area	Fields
   Transaction	State, Reference, Source Transaction, Amount, Payment Method, Provider, Company, Provider Reference, Token, Created on, Last State Change
   Contact details	Partner, Address, Email, Phone, Language
   Related activity	Child transactions, Message

4. Choose the transaction action when State is authorized.

   Action	Condition
   Capture Transaction	State is authorized.
   Void Transaction	State is authorized and the transaction must be voided.

   Confirmation: Are you sure you want to void the authorized transaction? This action can't be undone.

Empty state — Payment Tokens: There is no token created yet.

Empty state — Payment Transactions: There are no transactions to show.

Payment Token and Payment Transaction forms are not editable.

Result: The token or transaction details are on screen, or the authorized transaction has been sent to the selected action.

Create reconciliation models

Use a reconciliation model to match bank transactions with reusable conditions and counterpart entries.

Prerequisites

• You have opened Reconciliation Models.
• You know the Rule Type, matching journals, and any amount, text, partner, or tolerance rules needed for the model.

Steps

1. Open a reconciliation model and enter its Model Name.
2. Select the Rule Type.
3. Set Auto-validate, To Check, Past Months Limit, or Matching Order when the selected rule type presents them.
4. In Bank Transactions Conditions, choose Journals Availability and set Match Amount.
5. Enter the amount limits that the selected Match Amount rule requires.
6. For invoice matching, set Allow Payment Tolerance and Match Same Currency when those fields are available.
7. Set the matching Label, Note, Reference, or Partner conditions that apply.
8. Add the applicable Partner Mapping values.
9. In Counterpart Entries, enter Account, Amount Type, Journal, Taxes, Analytic Distribution, Force Tax Included, and the line Label as needed.
10. Select Journal Entries to review journal entries associated with the model.

When Match Amount requires a range, the minimum and maximum amount fields are required for the matching choice. When neither payment-reference regex nor narration regex is present, the matching row requires one of them: Narration regex is required; otherwise payment-reference regex is required.

Empty state — Reconciliation Models: Create a new reconciliation model.

Result: The reconciliation model contains its matching conditions and counterpart entries.

Review EDI proxy users and Accounting Payment Methods

Use EDI Proxy Users to review electronic-invoicing identities. Use Accounting Payment Methods to review reference records identified by Name, Payment Type, and Code.

Prerequisites

• You have access to the Accounting configuration area.
• You know whether you are reviewing an EDI identity or an accounting payment-method reference.

Steps

1. Open EDI Proxy Users to review Proxy Type, Client ID, EDI Identification, Private Key, and Refresh Token.
2. Open Accounting Payment Methods to review Name, Payment Type, and Code.
3. In the Accounting Payment Methods search, use Payment Method to search by name.
4. Use Payment Type to group the Accounting Payment Methods list.

The EDI Proxy Users list is read-only. Accounting Payment Methods are also read-only: their form and list do not provide create, edit, or delete actions.

Empty state — Accounting Payment Methods: None declared in the Accounting Payment Methods action.

Result: The EDI identity or Accounting Payment Methods reference is available for review.

When the requested page does not load

If a requested Accounting page opens the theme customizer instead, do not use that screen as the payment or reconciliation list. The visible product controls are Menu Style, Font Type, Preloader Option, Theme Colors, Brand Color, Background Color, Sidebar Color, Chatter Position, Save, Reset To Default, and Close.

The page may also show Session Expired. The landed route in this case is /web#action=apps_menu, rather than the requested Accounting route.

Result: You are either back at the requested Accounting list or have a clear hand-off for help.

What to do next

Provider-specific credentials belong with Payment Providers. Provider status messages belong on the Payment Providers Messages page. Transaction status and messages belong with Payment Transactions.

• Continue payment follow-up work in Payments and follow-ups.
• Continue electronic-invoicing work in Electronic invoicing and local reporting.
• Continue bank and journal activity in Accounting dashboard, journals, and bank activity.
• If the Accounting route continues to land at the theme customizer, use Getting help.