DebtRecoup

Manage Payments ​

The Manage Payments interface provides administrators with comprehensive tools to view, track, and manage all payment transactions across the system. This includes monitoring payment statuses, handling exceptions, and ensuring accurate payment processing.

Payment Management Interface
Click to enlarge - Payment management dashboard showing transaction list

Accessing Payment Management ​

  1. Click the settings icon in the top navigation bar
  2. Select Payments from the left sidebar
  3. Click on Manage

Payment Status Overview ​

Status Categories ​

The interface displays payments organized by status:

In Queue

  • Pending processing
  • Awaiting authorization
  • Scheduled for future date
  • Batch processing queue

Posted

  • Successfully processed
  • Funds received
  • Applied to account
  • Commission calculated

Charged Back

  • Payment reversed by bank
  • Insufficient funds
  • Account closed
  • Stop payment

Failed

  • Processing error
  • Invalid payment method
  • Authorization declined
  • System error

Search and Filter Options ​

Search payments by:

  • File Number
  • Debtor Name
  • Payment Amount
  • Confirmation Number
  • Check Number
  • Batch ID

Advanced Filters ​

Date Filters

  • Payment Date
  • Posted Date
  • Scheduled Date
  • Reversal Date

Amount Filters

  • Exact Amount
  • Amount Range
  • Greater Than
  • Less Than

Status Filters

  • Single Status
  • Multiple Statuses
  • Include/Exclude Reversed
  • Processing Stage

Source Filters

  • Payment Method
  • Entry Source
  • Collector
  • Client/Portfolio

Payment Details ​

Information Display ​

Each payment shows:

  • Payment Date: When payment was made
  • File Number: Associated account
  • Debtor: Account holder name
  • Amount: Payment amount
  • Method: Check, ACH, Card, etc.
  • Status Icon: Visual status indicator
  • Actions: Available operations

Detailed View ​

Click on any payment to see:

Transaction Information

  • Transaction ID
  • Confirmation Number
  • Authorization Code
  • Processor Reference
  • Batch Number

Account Details

  • Current Balance
  • Previous Balance
  • Remaining Balance
  • Payment Allocation

Processing Details

  • Entry Date/Time
  • Entry User
  • Posted Date/Time
  • Processing User
  • Last Modified

Payment Breakdown

  • Principal Amount
  • Interest Amount
  • Fees Collected
  • Commission Calculated
  • Net to Client

Payment Operations ​

Posting Payments ​

For payments in queue:

  1. Select payment(s)
  2. Click Post Payments
  3. Verify details
  4. Confirm posting
  5. View results

Batch Processing

Post multiple payments simultaneously for efficiency. System validates each payment individually.

Reversing Payments ​

To reverse a posted payment:

  1. Click payment row
  2. Select Reverse Payment
  3. Choose reason:
    • NSF/Insufficient Funds
    • Stop Payment
    • Fraud
    • Entry Error
    • Client Request
  4. Add notes
  5. Confirm reversal

Editing Payments ​

Limited Edits

Only certain fields can be edited after posting. Most changes require reversal and re-entry.

Editable fields:

  • Payment notes
  • Reference numbers
  • Custom fields
  • Payment method details

Voiding Payments ​

For unposted payments:

  1. Select payment
  2. Click Void
  3. Document reason
  4. Confirm action

Payment Methods ​

Check Payments ​

Track and manage:

  • Check number
  • Bank routing/account
  • Check date
  • Deposit date
  • Return status

ACH Payments ​

Monitor:

  • Transaction type (PPD/CCD/WEB)
  • Authorization method
  • Settlement timing
  • Return codes
  • NOC handling

Card Payments ​

Manage:

  • Authorization codes
  • Card type/last 4
  • Transaction fees
  • Chargebacks
  • Refund processing

Money Orders ​

Record:

  • Money order number
  • Issuer
  • Purchase location
  • Verification status

Batch Operations ​

Creating Batches ​

  1. Set date range
  2. Select payment method
  3. Choose status
  4. Generate batch
  5. Review totals
  6. Process batch

Batch Management ​

Batch Details

  • Batch ID
  • Creation date/time
  • Payment count
  • Total amount
  • Status

Batch Operations

  • Post entire batch
  • Export batch details
  • Print deposit slips
  • Generate reports

Exception Handling ​

Common Exceptions ​

Duplicate Payments

  • System flags potential duplicates
  • Review and merge
  • Or process separately
  • Document decision

Overpayments

  • Apply to principal
  • Hold as credit
  • Process refund
  • Client direction

Partial Payments

  • Auto-allocation rules
  • Manual allocation
  • Payment plan credit
  • Status updates

NSF Processing ​

When payment returns:

  1. Automatic reversal
  2. Fee assessment
  3. Status update
  4. Commission reversal
  5. Notification sent

Reporting Features ​

Payment Reports ​

Daily Payment Report

  • All payments by date
  • Subtotals by method
  • Status breakdown
  • Exception summary

Deposit Report

  • Bank deposit totals
  • Check listings
  • ACH summaries
  • Batch reconciliation

Commission Report

  • Collector earnings
  • Payment breakdown
  • Reversal impacts
  • Period totals

Export Options ​

Export payments as:

  • Excel spreadsheet
  • CSV file
  • PDF report
  • Accounting format

Include fields:

  • Standard fields
  • Custom fields
  • Calculated values
  • Related data

Compliance Features ​

PCI Compliance ​

  • Masked card numbers
  • No CVV storage
  • Encrypted transmission
  • Access logging

Audit Trail ​

Every payment maintains:

  • Complete history
  • All modifications
  • User actions
  • Status changes
  • System events

Regulatory Requirements ​

FDCPA Compliance

  • Proper application
  • Accurate accounting
  • Timely posting
  • Clear documentation

State Regulations

  • Interest calculations
  • Fee limitations
  • Notice requirements
  • Refund timing

Integration Features ​

Accounting Systems ​

Export formats for:

  • QuickBooks
  • Peachtree
  • SAP
  • Custom formats

Bank Integration ​

  • Positive pay files
  • ACH origination
  • Lockbox imports
  • Balance reconciliation

Client Reporting ​

  • Real-time updates
  • Portal access
  • Automated emails
  • Custom formats

Best Practices ​

Daily Procedures ​

  1. Morning Review

    • Check overnight batches
    • Review exceptions
    • Post pending payments
    • Handle returns

  2. Throughout Day

    • Monitor queues
    • Process payments
    • Handle exceptions
    • Update notes

  3. End of Day

    • Final batch processing
    • Deposit preparation
    • Report generation
    • Balance verification

Security Protocols ​

  • Dual approval for large amounts
  • Regular password updates
  • Access review monthly
  • Suspicious activity monitoring

Quality Control ​

  • Random payment audits
  • Allocation verification
  • Commission accuracy
  • Client fund reconciliation

Troubleshooting ​

Common Issues ​

Payment Won't Post

  • Check account status
  • Verify payment method
  • Review validation errors
  • Check system locks

Missing Payments

  • Search all statuses
  • Check date ranges
  • Review audit logs
  • Verify entry

Incorrect Allocation

  • Review rules
  • Check priorities
  • Verify balances
  • Adjust manually

Batch Errors

  • Review error log
  • Check individual payments
  • Verify totals
  • Reprocess if needed

DebtRecoup is a product of Global SaaS Group.

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