Payments, providers, and reconciliation

Payments, providers, and reconciliation

Payment setup records control how online payment methods are offered, how payment activity is recorded, and how bank transactions are matched. Payment Providers connect payment services; Payment Methods describe the methods available through those providers; Payment Tokens keep reusable payment details; and Payment Transactions record individual payment activity. Reconciliation Models define matching and counterpart rules for bank transactions. EDI Proxy Users hold the connection details used by electronic data interchange (EDI) services.

Before you start

Prerequisites

• You can open the relevant Accounting configuration entry.
• You know whether you need a provider, payment method, token, transaction, reconciliation model, or EDI proxy user.
• You know that some screens are read-only. Account payment methods cannot be created, edited, or deleted. Provider creation is disabled in the list and kanban views. Payment tokens and payment transactions cannot be created or edited from their forms, and their lists do not offer creation. EDI Proxy Users cannot be created, deleted, or edited from the list.
• Access restrictions apply to the Payment Tokens and Payment Methods entries.

Find the payment setup record

Use this procedure to reach a setup list or kanban view, then open an existing record when you need its form.

Prerequisites

• You know which setup record you need.
• You have access to Accounting configuration.

Steps

1. Open Accounting.

2. Open Configuration.

3. Select the entry that matches your task.

   If you need to work with…	Select
   Payment service connections	Payment Providers under Online Payments
   Methods offered by payment providers	Payment Methods under Online Payments
   Stored payment details	Payment Tokens under Online Payments
   Individual online payment records	Payment Transactions under Online Payments
   Bank matching rules	Reconciliation Models under Banks
   Electronic data interchange connections	EDI Proxy Users

4. Select the record you want to inspect.

Result: The selected list, kanban view, or record form is on screen.

Understand the payment setup screens

Each setup surface represents a different kind of payment or accounting record. Use the field group that matches the surface you opened rather than expecting every field on every screen.

The Payment Providers form groups service credentials and payment-form behavior under Configuration, availability limits under Availability, and customer-facing text under Messages. The online Payment Methods form separates provider relationships under Providers, primary-method brands under Brands, and restricted behavior settings under Configuration. A token's Payments action opens the transactions linked to that token.

The transaction form keeps Child transactions and Message below the transaction details. The Refunds action appears only when the transaction has refunds to show. The reconciliation form puts matching choices in Bank Transactions Conditions, counterpart lines in Counterpart Entries, and rule-specific partner mappings in Partner Mapping.

Configure online payment surfaces

Use this procedure to configure an available provider and its payment methods, or to review the token and transaction records connected to online payments.

Prerequisites

• You are on a Payment Providers or Payment Methods form when you need to change setup.
• You are on a saved Payment Tokens or Payment Transactions record when you need to review linked activity.
• For a transaction action, the transaction is authorized.

Steps

1. In Payment Providers, choose the action that matches your task.

   If you need to…	Select
   Change the provider's publication state	Published or Unpublished
   Install the provider module	Install
   Open the provider pricing page for an upgrade	Upgrade

2. In the provider's Payment Form area, select Enable Payment Methods to open payment-method configuration.

3. In the provider's Configuration area, set Allow Tokenization, Capture Manually, or Allow Express Checkout when that option is available.

4. In the Availability area, set Maximum Amount and choose the allowed currencies and countries when those fields are available.

5. In Payment Tokens, select Payments to open the transactions linked to the token.

6. Select Capture Transaction on an authorized transaction.

7. In an authorized Payment Transactions record, select Void Transaction.

   Caution: Voiding an authorized transaction cannot be undone.

   The confirmation text is Are you sure you want to void the authorized transaction? This action can't be undone.

8. In Payment Transactions, select Refunds when the transaction has refunds to show.

Result: The selected configuration or linked transaction view is on screen.

Configure reconciliation rules and review EDI users

A reconciliation model is a reusable set of conditions for matching bank transactions and creating counterpart entries. An EDI proxy user is the saved connection identity that the EDI service uses.

Prerequisites

• You are on a Reconciliation Models form to change a rule.
• You are on the EDI Proxy Users list to review an EDI connection.

Steps

1. In Reconciliation Models, enter the model's Model Name.
2. Select the Rule Type that matches the reconciliation work.
3. In Bank Transactions Conditions, set the journals, nature, amount, payment tolerance, invoice text locations, label, note, transaction type, and partner matching choices that apply.
4. In Counterpart Entries, enter the account, amount, tax, analytic distribution, journal, and label information for the resulting entries.
5. If the selected rule type offers Partner Mapping, enter the payment-reference or narration pattern and the partner it identifies.
6. Select Journal Entries to open the journal entries associated with the reconciliation model.
7. In EDI Proxy Users, review Proxy Type, EDI Mode, Client ID, EDI Identification, Private Key, and Refresh Token.

Result: The reconciliation rule fields or EDI proxy identity fields are on screen, and Journal Entries opens the entries associated with the model.

Handle conditional fields and actions

Provider state, payment support, and reconciliation choices change which fields and actions appear. Use the following decision table before looking for a field or selecting an action.

Prerequisites

• You know the provider state, payment-method status, rule type, or transaction state you need to inspect.

Steps

1. Select the record state or rule option that matches your task.
2. Read the fields and actions that appear for that choice.
3. Use the matching row in the decision table to choose the next field or action.

Result: The form shows the fields and actions for the selected provider, payment method, reconciliation rule, or transaction state.

When the setup screen does not open

Use this table when a setup screen shows a warning, an empty state, a different page, or a session message.

When Theme Customizer appears, the visible customization controls are:

Continue with the accounting workflow

After you finish payment setup, use the related page that matches the next job:

If you selected Enable Payment Methods, continue in the payment-method configuration surface and review the method's Providers, Brands, and Configuration areas. If you selected Journal Entries, continue from the entries associated with the reconciliation model.

Result: You have a next page or accounting surface for the operational, banking, or statutory work that follows payment setup.