Manage Payments

Remove a date filter to refresh the status totals, then select each KPI button to filter the payment table.

The Manage Payments interface gives administrators one place to monitor payment amounts, filter transactions by status and date, and handle payment exceptions.

Click to enlarge - Manage Payments dashboard with status totals and the filtered payment table

Accessing Payment Management

1. Navigate to Administration in the main menu
2. Under Payments, select Manage

Payment Status KPI Buttons

The dashboard displays four KPI buttons above the payment table: Queued, Posted, Charged Back, and Declined. Each button shows the total payment amount for that status.

Select a KPI button to update the Payment Status filter and show that status in the table. The table heading, columns, available actions, and empty state also change to match the selected status.

The page opens with Queued and Payment Date: Today selected. Date filters and your account-access permissions affect the four totals. The selected status and Search by File Number affect the table without changing the KPI amounts.

Queued

Payments waiting to be processed, including those pending authorization or scheduled for future dates. This tab allows you to review, edit, or delete payments before they are finalized.

For detailed information about managing queued payments, see Payment Queue.

Posted

Successfully processed payments where funds have been received and applied to accounts. This view provides a transaction history for reconciliation purposes.

For detailed information about viewing posted payments, see Posted Payments.

Charged Back

Payments that were reversed after posting, typically due to insufficient funds, disputes, or fraud claims. This view helps you monitor the impact of reversals.

For detailed information about tracking charged-back payments, see Charged Back.

Declined

Payments that encountered processing errors, including authorization declines or invalid payment methods. This view enables you to retry failed payments or take corrective action.

For detailed information about handling declined payments, see Failed Payments.

Filtering Payments

Use the filter bar above the KPI buttons to narrow the table and status totals:

• Payment Status: Select a KPI button or edit the filter chip to change the table status.
• Payment Date: Filter by the scheduled payment date. The page starts with Today selected.
• Last Transaction: Select Add Filter to filter by the latest processing activity.
• Search by File Number: Filter the current table by account file number.

The date filters support Today, Yesterday, This Month, Last Month, This Year, Last Year, rolling 5-, 30-, 60-, 90-, and 180-day periods, and a custom Between range. Remove a date-filter chip to include all dates.

Payment Operations

Viewing Payment Details

Use the row action to open a payment: queued and failed payments use the edit button, while posted and charged-back payments use the view button. The Payment Dialog shows:

• Payment amount and date
• Payment method information
• Account attribution breakdown
• Processing status

Editing Queued Payments

For payments in the queue:

1. Click the edit button (pencil icon)
2. Modify payment details as needed
3. Click Save

Deleting Queued Payments

For payments in the queue:

1. Click the delete button (trash icon)
2. Confirm the deletion

Voiding Payments

To void a payment:

1. Open the payment dialog
2. Click Void
3. Enter a reason for the void
4. Confirm the action

Marking as Charged Back

To record a chargeback:

1. Open the payment dialog for a posted payment
2. Click Charge Back
3. Confirm the action

Retrying Failed Payments

To retry a failed payment:

1. Click the edit button on the failed payment
2. Review and correct payment details if needed
3. Click Retry when that action is available

Use Save when you only need to update the failed payment details without reprocessing it immediately.

Best Practices

Daily Procedures

1. Morning Review

   • Check the queue for pending payments
   • Review any failed payments
   • Process payments as needed

2. Throughout Day

   • Monitor payment statuses
   • Handle failures promptly
   • Update notes as needed

Quality Control

• Verify payment amounts before processing
• Double-check payment method details
• Review account balances after posting

Troubleshooting

Payment Won't Post

• Check account status
• Verify payment method is valid
• Review any error messages

Missing Payments

• Search all status tabs
• Check date filters
• Verify the payment was entered

Failed Payment

• Review the error code and message
• Verify payment method details
• Contact the debtor for updated information if needed

Related Topics

• Payment Queue - Manage payments waiting to be processed
• Posted Payments - View successfully processed payments
• Failed Payments - Handle payment processing errors
• Charged Back - Track reversed payments
• Payment Processors - Configure payment methods
• Payment Processing - Collector payment entry