References - Adding Payment References

References - Adding Payment References

Payment References


Purpose

Payment references provide fields for collecting extra information on the Payment Details screen. These fields can be used to record details such as cost centers, department names, or codes - often useful for large organizations.

The references ensure that important information is recorded at the time of payment. These payment references can then be displayed on financial reports generated by the system.

If payment references are set as mandatory, the payment gateway will be restricted until the fields have been populated:


On Invoice

Populated references will display on the invoice details screen when a payment has been processed:


Setup

To set up a payment reference, go to the references screen.
This page is found under Admin -> Application -> References (…Admin/ReferenceFields.aspx).
Select ‘Payment’ from the References list:




30 inactive references will be displayed on screen. Click the eyeglass on one to open the references detail modal:



Select a reference Type from the list of available options. These are:
  1. Text – free-type, alpha-numeric strings can be entered into the reference field
  2. Number - free-type, numeric values can be entered into the reference field
  3. List - Select from a pre-defined list of values
  4. Date - A date selector is presented for a date to be chosen
  5. Lookup - Valid types are GL Codes & Billing Subsidiaries
  6. Text with Validation - Calls a 3rd party validation service from printIQ. Custom development is required to enable this service.

Group – if groups have been created, these will display as a dropdown list. For more information on creating reference groups go to this article References - Add to a Quote or Job

When payment references are in groups they display under these headings on the payment details screen:


Give the reference a name and set a default value if desired.
References can be flagged as Read Only and Required (which will make it mandatory) and they must be marked as Active and Show on Screen to display.
Payment References can be filtered to specific Customers or Customer Groups using the fields ‘Filter Customers’ and ‘Filter Customer Groups’. When these fields are populated, the references will only appear for selected customers/customer groups and not for any others. 

Filter Payment Types – when nothing is selected from this dropdown the payment reference will be applied to all the payment types where it can be used.
For example, the reference Cost Centre Group has nothing selected on the Filter Payment Type dropdown list:


As it is set this way, it will appear for all payment types shown in the dropdown list.

If Counter Sales and Credit Card were selected from the list, the reference would only be displayed on these payment types on the payment details screen.


Copying References

Payment References can be copied from Invoice References. This means that an invoice reference can be selected on the invoice details screen and an email for payment can be sent:


When the payment details screen is accessed via the invoice email, if invoice references are the same as payment references and the payment reference is set to copy from an invoice reference, the selected reference for the invoice will be populated in the Payment Reference field:


APIs

  1. Updating Payment References: The quote process API endpoint 'UpdateReferenceField' allows updating payment references. To do this, you need to provide both an invoice number and the payment reference.
  2. Acceptance Details Response: When you use the quote process endpoints CreateQuoteWithDelivery or GetPrice, and set CreateInvoice to true, any invoices created will be listed in the acceptance details response.