Payment Processing Setup

The Payment Processing module is the central location where all payments are routed to for printing and reconciliation regardless of the source of the payment. All New World ERP applications that generate payments (Accounts Payable and Payroll for payments to vendors and employees, respectively; Utility Management, Licensing and Miscellaneous Billing for issuing refund checks) use the Payment Processing module to print payment documents, generate transmittal files for the bank (ACH and Positive Pay), e-mail payees to notify them of payments and for all post issuance activity.

Payments in the form of checks, warrants and electronic fund transfers (i.e., payroll direct deposit) transactions are all supported. The system also allows payments made by non New World ERP modules to be imported in and processed. These Third Party Payments can include general ledger information which creates journal entries as they are posted.

The Payment Processing module is also used to update all payments after they have been issued. Most commonly this is the form of clearing or reconciling the payment, but may also include voiding the payment (all general ledger entries are reversed) or re-issuing the payment (the payment is voided and replaced, but no general ledger entries are made).

The System Administrator in your organization must set up the Security, Process Manager, and System Settings, before users can begin Payment Processing.

All users who process Payment Processing batches need access to several security components and functions. Refer to the Permissions and User-Based sections below for information on the security features that need to be configured.

Permissions

To set permissions for users to the different Payment Processing components in the system, go to Maintenance > new world ERP Suite > Security > Users. Select a user in the list and click Permissions. Click the Show Search link in the top-right corner of the page to expand the Search pane.

Enter any of the following criteria in the Search fields to display the Payment Processing components available in the system.

  • Permission Types
    • Company Applications
    • Company Documents and Notes (Payment Batch only)
  • Feature Groups
    • All
    • Payment Processing 
  • Component Names
    • Payments
    • Payment Batch
    • Void Payment
    • Third Party Payment Batches

Select and apply the appropriate authorizations. See Set User Permissions for more information on how to set permissions for users.

User-Based

User-based security allows authorized users to assign security permissions to various functions in the system for a specific user. In user-based security, assign the appropriate revenue collections functions that can be used by each user. This prevents users from being able to access areas in the system that they should not be able to access.

  1. Go to Maintenance > new world ERP Suite > Security > User-Based Security.
  2. Select the User that should be granted access.
  3. In Function, apply security to any of the following options based on your organizations needs:
    • Bank Accounts
    • Sub Ledgers (Ledger - Payment Processing)
  1. Select and apply the appropriate authorizations.
  2. Click Save.

Process Manager allows authorized users to set up and view the process or departments to which a user will be authorized and denote the level at which the user can approve transactions. This can be done in four different ways depending on the user’s security level. It provides the ability to define and maintain processing information by process, department, manager, and user. To access the Process Manager and set up departments and approvals as needed for your organization, go to Maintenance > new world ERP Suite > Process Manager.

The following processes are available for Payment Processing:

  • 3rd Party Payment Batches
  • Payment Reconciliation Batches

To access the Company Suite system setting page to set defaults for Payment Processing go to Maintenance > new world ERP Suite > System > Company Suite Settings and click the Payments tab. See Payments for more information on the Payments tab.

The following Validation Sets are used in Payment Processing:

Number Name
329 Void Payment Reason
356 Journal Reference
362 Imported Payment Batch External Source

To access Validation Sets, go to Maintenance > new world ERP Suite > System > Validation Sets > Validation Set List. See Add or Edit a Validation Set for more information.

See Also

Payment Processing Overview