Payments

Payments allows you to view and manage all payments made by OMS clients. This tool shows the complete payment history, including information about payment methods, transaction statuses, and references, helping you maintain an accurate record of all payments received.

This functionality is essential for tracking payments, updating pending transaction statuses, and managing bank transfers that require manual confirmation.

What is Payments?

Payments is a history view that shows all payments registered in the system for OMS accounts. Payments can be processed automatically through payment gateways (such as credit cards) or recorded manually (such as bank transfers or checks).

Each payment includes detailed information about the payment method used, amount, date, transaction status, and references that help track and reconcile payments.

Why use Payments?

Complete Payment History

View all payments from all OMS accounts in one place, with detailed information about each transaction to facilitate reconciliation.

Status Tracking

Monitor the status of each payment, from pending transactions to completed payments, helping you identify payments that require attention.

Bank Transfer Management

Manually confirm received bank transfers and checks, recording the amount received and associated bank charges.

Advanced Search and Filtering

Search and filter payments by account, payment method, amount, date, status, and more to quickly find the information you need.

Automatic Status Updates

Automatically update pending transaction statuses by querying the payment gateway to maintain updated information.

Billing Integration

Payments automatically integrate with the billing system, updating balances and marking invoices as paid when appropriate.

Accessing Payments

You can access Payments from:

1. Main Menu: Navigate to 3PL Billing → Payments in the navigation menu
2. Direct URL: /gateway_Account_History_list.php

Required Permissions

Only warehouse administrators (UserLevel 2, 3, or 4) with the 3PL Billing module enabled can access Payments. If you don’t have these permissions, contact the system administrator.

Payment History View

The Payments page shows a table with all registered payments. Each row represents a payment and includes the following information:

Table Columns

Company

• Company name of the OMS account
• Click the header to sort by company

Name

• Full name of the client associated with the payment method
• Format: First Name + Last Name

Payment_Nickname

• Descriptive name of the payment method configured by the client
• Example: “Main Card”, “Corporate Account”

Payment_Type

• Type of payment method used
• Common types: CreditCard, Checking, Wire Transfer, etc.

Payment_Account#

• Last digits or information of the payment method
• Shows partial information for security

cust_num

• Internal customer number of the payment gateway
• Used to identify the customer in the payment system

Amount

• Payment amount in dollars
• Format: $XX.XX
• Right-aligned for easy reading

Date

• Date and time when the payment was registered
• Sorted by default from most recent to oldest

Ref#

• Reference number of the payment gateway transaction
• Used to track and reconcile payments

Status

• Current status of the payment transaction
• Common statuses:
  • Initiating: Payment initiated, pending processing
  • In__Transit: Payment in transit (bank transfers/checks)
  • Settled: Payment completed and settled
  • Wire-Received: Bank transfer received and confirmed
  • Other statuses according to the payment gateway used
• Shows a visual icon according to payment type and status

Last_Update

• Date and time of the last status update of the payment
• Updates when the transaction status changes

Filter and Search Payments

Payments includes filtering and search tools to help you find specific payments:

Filter by Account

1. In the Account dropdown menu, select a specific account
2. Select All Accounts to view payments from all accounts
3. Click Apply Filter to apply the filter

General Search

1. In the Search field, enter the search term
2. Optionally, select a specific field in All Fields to search only in that field
3. Available field options:
   • Company
   • Name
   • Payment_Nickname
   • Payment_Type
   • Payment_Account#
   • cust_num
   • Amount
   • Date
   • Ref#
   • Status
   • Last_Update
4. Check Whole words only if you want to search for exact matches of complete words
5. Click Apply Filter to execute the search

Sort Columns

• Click any column header to sort by that field
• Click again to toggle between ascending and descending order
• Current order is maintained when changing pages

Reset Filters

• Click Reset Filter to clear all filters and searches
• This resets the view to show all payments without filters

Update Payment History

The Update History! button updates pending transaction statuses by querying the payment gateway:

1. Click Update History!

   Click the Update History! link at the top of the payments table.

2. Wait for the Update

   The system will query the configured payment gateway (USAePay, PayPal, Propay, etc.) to get updated statuses of all pending transactions.

3. View Updated Statuses

   Transaction statuses will update automatically. Refresh the page to see the changes.

Automatic Update

The system automatically executes payment status updates through a cron job (cronjobCredits.php). The Update History! button allows you to run this update manually when needed.

Manage In-Transit Payments

Payments with status In__Transit (bank transfers or checks) require manual confirmation when received:

Receive a Payment

1. Identify In-Transit Payment

   Find payments with status In__Transit in the payments table.

2. Click Receive Payment

   Click the Receive Payment button that appears next to the payment status.

3. Complete Payment Information

   In the window that opens, enter:

   • Amount Received: Amount actually received (may differ from original amount)
   • Related Bank Charges: Associated bank charges (enter as positive number)

4. Confirm the Payment

   Click ok to register the received payment. The system will:

   • Update the payment status to “Wire-Received”
   • Record the received amount in partial_invoice as Add_Funds
   • Record bank charges if specified
   • Update the account balance

5. Verify Update

   The window will close and the page will automatically refresh showing the new payment status.

Cancel a Payment

If an in-transit payment was not received or was canceled:

1. Find the payment with status In__Transit
2. Click Cancel Payment
3. Confirm the cancellation in the dialog that appears
4. The payment will be deleted from the system

Cancel Payments

Only cancel payments that were really not received. Once canceled, the payment is permanently deleted from the system.

Payment Statuses

Payments can have different statuses according to their progress:

Initiating

• Payment initiated but not yet fully processed
• Initial status for credit card transactions

In__Transit

• Payment in transit (bank transfers or checks)
• Requires manual confirmation when received

Settled

• Payment completed and settled
• Money has been successfully transferred

Wire-Received

• Bank transfer received and manually confirmed
• Final status for bank transfers

Other Statuses

• Specific statuses according to the payment gateway used
• Consult the gateway documentation for more details

Pagination

The payments table shows 50 records per page. Use the navigation at the bottom to:

• Prev: Go to previous page
• Page numbers: Go directly to a specific page
• Ranges: View page ranges when there are many pages (e.g., “1…10”)
• Next: Go to next page

The information shows “Records shown X - Y of Z” to indicate which records you’re viewing.

Billing Integration

Payments automatically integrate with the billing system:

Recording in Partial Invoice

When a payment is successfully completed, it’s recorded in the partial_invoice table with:

• TypeInvoice: “Add_Funds”
• ID_ServiceType: 11 (Add Funds)
• CostValue: Payment amount (negative for credits)
• ID_Reg: Payment reference number
• Description: Payment method and reference description

Balance Update

Payments automatically update the account balance:

• Successful payments increase available balance
• Bank charges are recorded as separate transactions
• The system can automatically mark invoices as paid when there’s sufficient balance

Automatic Invoice Marking as Paid

The system includes an automatic process (auto_paid_invoices) that marks invoices as paid when:

• The account balance is greater than 0
• There are sufficient funds available to cover the invoice total

💡 Best Practices

Update Statuses Regularly

Use the Update History! button regularly to keep payment statuses updated, especially before generating account statements.

Confirm Transfers Promptly

Confirm bank transfers as soon as you receive them to keep balances updated and avoid billing delays.

Document Bank Charges

Always record bank charges associated with transfers to maintain accurate records of amounts actually received.

Use Filters for Reconciliation

Use search and account filters to reconcile payments by specific client or period.

Verify Reference Numbers

Use reference numbers (Ref#) to reconcile payments with bank statements and accounting records.

Review Pending Payments

Regularly review payments with “In__Transit” status to identify payments that require confirmation or follow-up.

Troubleshooting

Statuses don’t update

Problem: Payment statuses don’t change after clicking Update History!.

Solution:

• Verify that the payment gateway is configured correctly
• Make sure gateway credentials are valid
• Some gateways may have limits on query frequency
• Review system logs for gateway connection errors

I don’t see the Receive Payment button

Problem: The Receive Payment button doesn’t appear for in-transit payments.

Solution:

• Verify that the payment status is exactly “In__Transit”
• Make sure you have administrator permissions
• Refresh the page to ensure you’re viewing the most recent information

Payment doesn’t appear in the list

Problem: A payment that should be registered doesn’t appear in the list.

Solution:

• Verify that the account is activated (Activated = 'Y')
• Review applied filters - it may be hidden by a filter
• Click Reset Filter to view all payments
• Verify that the payment was correctly registered in the database

Error confirming bank transfer

Problem: You receive an error when trying to confirm a bank transfer.

Solution:

• Verify that entered amounts are valid numbers
• Make sure the received amount is not greater than the original amount plus bank charges
• Verify that the account has permissions to record funds
• Review system logs for specific error messages

Payments don’t update balance

Problem: Payments are recorded but don’t update the account balance.

Solution:

• Verify that the payment has status “Settled” or “Wire-Received”
• Make sure the balance process runs correctly
• Review that the record in partial_invoice was created correctly
• Manually run the balance update process if necessary

Next Steps

Now that you understand how to use Payments, explore other related functionalities:

• All OMS Transactions - View all transactions, including payments and charges
• OMS Client Statements - Generate account statements that include applied payments
• Billing Adjustments - Make billing adjustments related to payments
• 3PL Billing Overview - Review the complete 3PL billing system