Unanet Pay

Note: Unanet Pay functionality is for cloud customers with Financial license only.

Overview

One of the key success measures for our customers is the ability to get paid as soon as possible on the products or services they provide. They rely on Unanet to create and, optionally email, the customer invoices. Unanet Pay gives you more options to get paid sooner while minimizing related A/R efforts and labor costs. The portal allows payment via credit card or ACH without logging into Unanet. It includes an automated process that tracks received payments in Unanet as Customer Payments, Deposits, and appropriate General Ledger transactions.

Topics covered on this help page include:

• Setup Required for Using Unanet Pay

• Pay Process

Setup Required for Using Unanet Pay

Please follow these steps to setup for using Unanet Pay:

System Settings

• Admin - Setup Payment Registration Link
• • Register and set up Stripe account in Unanet Pay. You must specify a bank account in order for Stripe to deposit the money. Upon completing registration, you will receive an email with an activation link.

• Admin - Setup Payment Method
• • Set up one payment method which serves as the default for Unanet Pay (payment must allow Accounts Receivable (AR)).

• Admin - Setup Accounts
• • Set up an Account for the payment fees (see Setup Accounts) that is not a project level account (Transactions Require Project field is not checked on the Account), and Transaction Entry Allowed is checked. This also must be linked to the Organization's customer profile (see Organization List > Customer Profile).

• Admin - Setup Bank Accounts

In order for payments to be correctly recorded in Unanet, you must specify which bank account to use for the automatic payments from the portal.

Note: The bank account set up in Stripe must also be in Unanet. Unanet looks for a matching bank account and routing number when the payout from Stripe is received and the Deposit document is created.

• Admin - Setup Email Notifications

• • Define an email template for the reminder emails.

• Admin - Setup Email Messages

• • Set up unpaid invoice reminder emails.

• Admin - Schedule

• • Schedule an automated job to send the payment reminder emails.

• Admin - Properties - Financials - Accounts Receivable

Billing managers set preferences for automatic reminders for customers to pay their bills. They have the options of not sending automated reminders or sending them a specified number of days after the invoice due date.

Organization Settings

• Organization List > Customer Profile
• • Set up Automatic Payment Account and Automatic Payment Fee Account for your Legal Entity.

Project Settings

Managers must set up their project invoice options if they differ from the system settings.

• Project - Billing Invoice > Setup
• • Allow for Electronic Payments and set up Payment Options on the Setup tab.

• Project - Project Billing > Contacts
• • Ensure there is a contact person for the Invoice Delivery on the Contacts tab.

Invoice Settings

Managers must set up their individual invoice options if they differ from the system or project settings.

• Invoice - List Invoices > Invoice - Setup
• • Allow for Electronic Payments on Setup tab.

  • Ensure the Invoice Delivery Method is set to Email on Contacts tab (inherited from Project Billing > Contacts).

  • Override email reminder settings if applicable on Contacts tab.

Pay Process

A typical pay process, from completing the invoice to receiving the funds from Stripe, is as follows:

• Manager completes Invoice - List Invoices > Invoice Completion Process. Invoice will be marked as "Completed".

• Manager emails Invoice - List Invoices > Invoice Emailing & Printing. Invoice will be emailed to recipients.

• Customer receives Invoice (see List Invoices > E-Invoice). Billing managers can track when the emails are delivered and when they are opened, so they can be sure that their customers are notified when an invoice needs to be paid.

• Customer pays Invoice. Billing managers have the option of directing customers to the portal where they can view unpaid invoices without logging into Unanet (i.e., they are not necessarily a licensed user in Unanet). Customers can click a link for Unanet Pay provided in the email reminder sent to them. Your customer will view the invoice in the portal and click the Pay Now button. If your customer uses a credit card, they can pay without signing into the portal. ACH payments require login, as the portal needs to access the Stripe bank account information.

• Automated customer invoice payments are reflected in Unanet as customer payment documents (see Financials > Accounts Receivable > Customer Payments) and the funds are posted to the Undeposited Funds account temporarily until the funds are later deposited to the bank account. Journal Entries will be created in a posted state for the payments. Note that ACH payments may take Stripe a couple of days to process before they appear in Customer Payments.

• When Stripe releases funds:
• • the funds are deposited in the Admin > Setup > Accounting > Bank Account where routing number and account number match the information provided by Stripe and the funds are cleared out of the Undeposited Funds account.

  • an entry for every Unanet customer payment is included in a Financials > Accounts Receivable > Deposit record. This is not a one for one transaction count. Stripe may release multiple payments in a single payout. The deposit will have all of the entries included in this one deposit. The deposit will be in Submitted status for you to review and verify.