Billing

access level payroll advisor (full access), manager (full access), billing specialist (full access) module payroll payroll card the billing tab is the central workspace for managing all payment related activities for payroll records this comprehensive interface allows you to process manual payments, review automatic payment status, schedule future payments, and manage payment methods across multiple cards or alternate payment options tab navigation ✅ success a tabbed navigation system has been added to improve usability billing payment processing and history bank accounts ach customer bank information sub tab navigation the billing tab now features tabbed navigation for easier access payments tab process and manage payment transactions payment methods tab view and manage customer payment methods navigate between tabs by selecting the appropriate tab header bank accounts this section is only available if the customer is set up with ach payments users can view the customer's bank information in this area ⚠️ warning if the customer's payment method is not ach (e g , wire or credit card), the box will be greyed out and display "only available for ach payments " invoice status requirements invoice amount dependency the billing tab functionality depends on invoice amount configuration from the processing tab no invoice amount set warning banner appears at top of billing tab all payment processing blocked until invoice amount provided must enter invoice amount manually or trigger via prosoftware "send to janus" button invoice amount set full billing tab functionality becomes available information panels display current billing status action buttons enable payment processing options ℹ️ note you must manually enter the invoice amount in the processing tab or trigger it using the "send to janus" button in prosoftware panel overview once an invoice amount is entered or prefilled, the billing tab displays informative panels panel description blue info panel current payment method on file (ach, credit card) from payroll customer profile total invoice amount (grey panel) complete invoice amount due for current payroll record approved payments (green panel) defaults to $0 total amount successfully processed through approved payments open balance (red panel) remaining balance owed by customer (partial or full depending on payments made) refunded amount (dark blue panel) total refunded amount associated with current payroll record payments tab process and manage payment transactions action buttons the billing tab includes three core action buttons for managing customer payment workflows under payments process payment purpose charge the customer using their saved payment method on file credit card customers button is active and initiates immediate charge processes payment through stored credit card information provides immediate approval or decline status ℹ️ note credit card customers are typically billed automatically on weekdays per management defined schedules manual processing is not required for standard automated billing cycles scheduling future payments to schedule a payment and prevent automatic processing select process payment select apply open balance uncheck the process now checkbox specify desired date and time for processing confirm scheduling scheduled payment indicators yellow banner appears in billing tab showing scheduled date/time scheduled payment flag appears on payroll record flag automatically removes once payment processes managing scheduled payments for scheduled payments, you can view details see scheduled date, time, and amount cancel payment remove scheduled payment before processing modify timing reschedule to different date/time (cancel and recreate) ach customers button appears disabled (greyed out) warning message explains this billing flow does not apply ach customers proceed directly to delivery tab no manual billing required wire customers button appears disabled (greyed out) warning message explains this billing flow does not apply must use manual payment to record wire transfers only move to delivery tab after manual payment is recorded ⚠️ warning a pop up warning now appears for wire payment methods, prompting users to confirm the action before processing wire payments, similar to the ach payment processing warning wire payment processing ⚠️ warning when processing wire payments, a confirmation popup will appear to verify the action this additional step helps prevent accidental wire payment processing to process a wire payment select wire as the payment method review the payment details confirm the action in the popup dialog proceed with payment processing manual payment purpose record external payments processed outside of januscrm use manual payment for wire transfer receipts cash payments received check payments processed externally payments processed through alternative systems manual payment process select manual payment button complete the payment form with payment amount exact amount received date received when payment was received payment method how payment was made notes additional context (optional) select submit to apply payment to payroll record request payment method purpose send payment method setup forms to customers available form types ach authorization form for bank account setup credit card/recurring payment form for credit card information this is essential for onboarding new customers updating expired or invalid payment methods adding backup payment options for detailed information about payment method setup, see ach/bank authorization process recurring payment form payment methods management the payment methods section provides comprehensive visibility into customer payment options payment method information for each saved payment method, you can view last 4 digits final four digits of card or account card type visa, mastercard, american express, etc anet account associated merchant account identifier purpose designated use (initial cost, payroll invoice, one time payment) action buttons available actions for each payment method view raw information complete payment method details delete remove payment method from customer profile set as initial cost card designate for setup and enrollment fees set as invoice payment card designate for recurring payroll invoices view card logs payment method usage history ⚠️ warning if you encounter a payment with a " pending " status, see payment status in the billing tab for troubleshooting steps ℹ️ note for information about handling failed payments, see the bounced payroll & credit hold guide email notification logging ✅ success email notifications sent by the system or by users are now correctly logged in the notification tab, ensuring improved visibility and tracking of communications within januscrm troubleshooting & escalation common issues invoice amount not showing symptoms billing tab shows warning about missing invoice possible causes prosoftware "send to janus" not clicked manual entry not completed sync delay between systems processing tab not finalized resolution steps return to processing tab manually enter invoice amount or trigger via prosoftware "send to janus" wait 2 minutes and refresh process payment button disabled symptoms cannot click process payment for credit card customer possible causes no valid payment method on file payment method expired/deleted customer on credit hold system processing another payment resolution steps check payment methods section for valid card send recurring payment form if needed verify no credit hold flags wait for current payment to complete payment showing "pending" status symptoms payment stuck in pending, not approved/declined possible causes card was deleted but still designated for payroll network timeout during processing invalid card information merchant account issue resolution steps check if card shows "deleted at" timestamp reassign different card for payroll invoice cancel pending payment lines retry with valid payment method cannot process ach payment symptoms ach option greyed out or showing error possible causes ach not fully set up for customer bank account not verified plaid connection incomplete wrong payment workflow resolution steps verify ach approval status check bank account verification ach customers skip to delivery tab use manual payment for recording only schedule payment not working symptoms cannot schedule future payment possible causes process now checkbox still selected invalid future date selected system scheduling limit reached previous scheduled payment exists resolution steps uncheck "process now" checkbox select valid future date/time cancel existing scheduled payment first verify scheduling saved properly when to retry vs escalate retry these actions 🔄 payment processing (wait 5 minutes) 🔄 adding new payment method 🔄 canceling pending transactions 🔄 invoice amount sync escalate immediately for 🚨 all payment methods failing 🚨 system not recognizing valid cards 🚨 ach showing approved but not working 🚨 multiple customers with payment issues escalation process level 1 team lead/manager payment method questions credit hold decisions manual payment approval override payment blocks level 2 it help desk merchant account errors system wide payment failures database payment record issues integration problems how to submit an it help desk ticket 📌 tip see how to submit a support ticket for detailed instructions quick reference navigate to help in the navigation bar select it help desk include transaction id, payment method, error messages screenshot the billing tab and payment status note exact time of payment attempt next steps after mastering the billing tab , proceed to notification tab manage customer communications admin tab handle flags and status changes payroll history review historical records 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels