Payments on the Platform
Introduction
This article outlines the available payment methods on the platform, tailored to various business needs. Payments can be processed using credit cards or ACH (Automated Clearing House) direct debit transfers.
The article includes scenarios for all users, including end customers, sellers, and distributors.
Throughout this document, we will refer to the Provider as the party who sends invoices and the Consumer as the party who receives invoices. A seller can act as either a Provider (for their end Customers) or a Consumer (for their Distributor).
In this article:
- Setting Up a Stripe Account for the Provider
- Setting up Credit Card or ACH Details by the Consumer
- Payment Terms
- Collect Payment by Provider
- Multiple Payment Methods
- Notifications
Setting Up a Stripe Account for the Provider
If you are a Seller or Distributor Admin and wish to receive payments via Stripe, a leading global payment provider, you need to configure the Stripe integration in the platform Settings as follows:
These settings are visible only to Admins. You can find them by navigating to Settings → Currency & Payments.
Click the info icons to access additional details.
To populate the Publishable Key and Secret Key, the Seller or Distributor must first create a Stripe account.
Once you’ve obtained the information from your Stripe profile and entered it into the platform, you must select the payment methods you wish to enable on your Stripe account: either Credit Card, ACH Direct Debit, or both - and then select Save.
Once the Provider (either Seller or Distributor) has set up the Stripe integration, they can collect payments from their Consumers, provided those Consumers have enabled either a payment card or bank account option, and all other requirements in this article are met.
Setting Up Credit Card or ACH Details by the Consumer
1. Select Customer Organization:
2. Scroll down to the Payments section and select the Edit icon (pencil) to edit the Payment Method field.
3. Change the payment method to either Payment Card or Bank Account.
Payment Methods: Payment Card
1. When selecting the info icon, you can see additional details about the selected payment method.
2. Enter the card details, including the CVV code.
3. Check the agreement checkbox.
4. Select Save.
To verify the payment, you will need to check your banking app.
Payment Methods: Bank Account
To provide more payment method options, the platform offers a feature that allows consumers to configure their bank account details for Stripe ACH (Automated Clearing House). AppXite integrates the organization's payment method settings with Stripe’s hosted interface.
This flow allows users to search for their bank, sign in via online banking, and instantly verify their accounts in a secure manner, regardless of credit card limitations. This means the Stripe ACH feature allows you to accept payments directly from customers' bank accounts.
1. When selecting the info icon, you can see more details about the selected payment method.
2. Click Add Bank Account. A Stripe pop-up will appear, where you can securely log into your chosen bank account and enter the required details for configuration and verification.
3. Once the details are configured, the platform allows you to edit them by clicking the Change Bank Account option in the Payment Method Settings.
Payment Terms
The platform includes a feature for managing Payment Terms, allowing Distributors and Seller Admins to view and modify Payment Terms for existing Organizations, as well as setting Default Payment Terms that will automatically apply to new Organizations.
Distributors can configure payment terms for their direct Customers and Sellers, which will be reflected in the Incoming Invoices of those Customers and Sellers.
Similarly, Sellers can set Payment Terms for their Customers, ensuring that the specified terms appear in their Customers' invoices.
Payment Term setup is managed through the user interface (UI) in Settings section of the platform.
The Payment Terms functionality is integrated into the system, with new fields in the Invoices section under both Invoices:
and Billings tabs:
These fields allow users to verify when payments are due after invoicing, providing a solution for payment scheduling.
You can find more details here: Payment Terms
Collecting Payments by the Provider
The platform allows the Provider of the invoice (either the Distributor or Seller) to collect payments for consolidated invoices. To collect payments, follow these steps:
- Ensure that Invoices and Card Payment are enabled in the Seller creation form.
- Payments are collected from the summary Outgoing Invoices which are part of consolidated invoices functionality. That means that consolidated invoices need to be created prior. For details how to enable/create refer to: How to Consolidate the Invoices?
- The Consumer has configured Stripe account details on the platform.
- The Consumer (either Seller or end Customer) needs to have added credit card or ACH details under their Organization Profile section in order to be called out for payment collection by their Provider (Distributor and Seller respectively).
- The invoice needs to be in status TaxSyncCompleted or PaymentFailed.
- Reference Code ID field for the invoice is populated.
- Tax Sync has been run for the invoice and the invoice PDF is available for download.
Payment Collection for One Summary Invoice
Once the prerequisites are met:
1.Navigate to the Outgoing Invoices section.
2. Here, you will see the Collect Payment button beside invoices in TaxSyncCompleted or PaymentFailed status. This option will not be available for invoices in any other status.
3. After selecting Collect Payment, you will see a confirmation popup.
4. Upon confirming, the invoice status will update to PaymentCompleted upon success or PaymentFailed in the event of failure.
Bulk Payment Collection for Multiple Invoices
To collect payments for multiple invoices:
-
Click Collect Payment.
- Select Invoices based on Invoice Date (for this option select also Invoice Date) or Due Date:
- For Invoice Date option indicate the date and select Confirm.
- After confirming, the page will refresh, and the invoice statuses will update to PaymentCompleted or PaymentFailed based on the outcome for each selected invoice.
Multiple Payment Methods
When multiple payment methods are configured, the platform checks for the last active payment method during payment collection. If no active payment method is found, the platform will prompt the Customer to choose a payment method. Once a method is selected, it will be used for payment, and the prompt will no longer appear.
Notifications
When all conditions are met and the Provider receives the payment, the Consumer will receive a notification confirming the payment.
Similarly, when payment was not successful the Consumer receives the notification stating that:
Limitations
In the event of a PaymentFailed status, the logs will be indicated in a tooltip beside the invoice status label, which will help the Appxite support team investigate the issue. It is planned that the actual error message will be displayed here for self-service troubleshooting in the future.
Summary
This article provides a comprehensive overview of the payment collection methods available on the platform. Sellers and Distributors can use these methods to manage their payment processes. You have learned how to set up Stripe integration, enable credit card or ACH direct debit payments, and collect payments for individual or multiple invoices.
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