Processing of Payment Links

Important: This page describes features from base Acumatica that are either unavailable or signficantly different in MYOB Acumatica. We are working to update our documentation.

In MYOB Acumatica, webhooks have been used to implement the receipt of payments that were made in the processing center by using payment links. The system receives information about all created payments from the processing center and processes those payments that were created by using payment links.

Attention: Using webhooks is the preferable way to receive payments and is supported by MYOB Acumatica. However, webhook creation requires manual actions by administrative users.

Supported Document Types

You can create payment links for the following document types created on the following forms:

Invoices and Memos (AR301000): Invoice, Debit Memo, and Overdue Charge
Sales Orders (SO301000): Sales orders with the Sales Order automation behavior
Invoices (SO301000): Sales invoices

Creation of Payment Links

When open AR documents and sales invoices are released, the system automatically creates payment links via business events. For sales orders with the SO behavior, you create payment links manually on the Process Orders (SO501000) or Sales Orders (SO301000) form.

The type of document that the system creates for payments made by using payment links from sales orders depends on the setting in the Create from SO Payment Link box on the Payment Links tab of the Processing Centers (CA205000) form:

If Payment is selected, a payment is created when a sales order is paid by using a payment link.
If Prepayment is selected, a prepayment is created when a sales order is paid by using a payment link.

For payment links to be created automatically for a document, the following conditions must be met:

A processing center must be specified for the document on the Payment Links tab of the Invoices and Memos (AR301000), Sales Orders, or Invoices (SO303000) form.
If the delivery method on the Customer Classes (AR201000) form is Email, a valid email address must be specified for the customer in the Bill-To Contact section on the Addresses tab of the Invoices and Memos, Sales Orders, or Invoices form.

To manually create payment links, you should do either of the following:

To create payment links for multiple released AR documents or sales invoices, you select Create Payment Link in the Action box on the Process Payment Links (AR513000) form, select the required documents in the table, and click Process. Alternatively, you can create a payment link for an individual AR document or sales invoice by clicking Create Payment Link on the Payment Links tab of the Invoices and Memos or Invoices form, respectively.
To create payment links for multiple sales orders, you select Create Payment Link in the Action box on Process Orders (SO501000) form, select the required sales orders in the table, and click Process. Alternatively, you can open the sales order on the Sales Orders form and create a payment link by clicking Create Payment Link on the Payment Links tab.

If the AR document or sales order becomes open again (for example, if payment application is reversed), the Create Payment Link button becomes available again on the Payment Links tab of the respective form.

Attachment Generation for Payment Links

For multiline documents, you can choose to include only the document total in the payment link, while attaching the full line-item details separately as a PDF file.

Attention: This functionality doesn't depend on the state of the MYOB Acumatica Payments feature. If the feature is disabled and you create a sales order with more than 310 lines, the system will still send a request to create a payment link with an attachment.

To set up generation of a PDF attachment for a payment link, perform the following steps:

On the Processing Centers (CA205000) form, select the needed processing center.
On the Payment Links tab, select the Attach Document Details as PDF check box.
Click Save to save your changes.

Line details will be included in a PDF attachment for payment links created for these document types on the following forms:

Sales Orders (SO301000): Sales orders with the SO type
Invoices (SO303000): Sales invoices with the Invoice type
Invoices and Memos (AR301000): Documents with the Invoice, Debit Memo, and Overdue Charge type

When you create a payment link for a document on a data entry form, the system generates the following reports and attaches them as PDF files to the following documents:

Sales Order (SO641010) to sales orders
Invoice & Memo (SO643000) to sales invoices
Invoice/Memo (AR641000) to AR invoices

If the status of a sales order is Open, you can change the line items of the sales order, for example, the quantity. In this case, you click Sync Payment Link on the Payment Links tab of the Sales Orders (SO301000) form. If you sync a payment link with an attachment, the system will:

Remove the currently attached PDF file with line details.
Create a new PDF file and attach it to the payment link.

Attachments to Email Notifications

Although the system uses the default reports, you can select other reports in the mailing and printing settings of the customer class or the customer. These reports are fully customizable and you can change or update them according to your business needs.

On the Customers (AR303000) and Customer Classes (AR201000) forms, no default report is specified for the SALES ORDER PAY LINK and INVOICE PAY LINK mailing IDs.

If a payment link is generated with an attachment, the system attaches the following reports to both the email and the payment link:

No report is specified for the SALES ORDER PAY LINK or INVOICE PAY LINK mailing ID (default): The report specified for the SALES ORDER, SO INVOICE, or INVOICE mailing ID
A report is specified for the SALES ORDER PAY LINK or INVOICE PAY LINK mailing ID: This report

Synchronization of Payment Links

Once a payment link is created, synchronization between an AR document or sales order and the payment link is automatic. That is, related business events are active by default after you upgrade MYOB Acumatica. Synchronization is triggered by any change made to the due date or amounts of the document or its lines, or any change to the dates or the unpaid balance for sales orders. Also, you can manually synchronize payment links on the Invoices and Memos (AR301000), Invoices (SO303000), Sales Orders (SO301000), and Process Payment Links (AR513500) forms.

Once the AR document or sales order corresponding to a payment link is fully paid or the document or sales order does not have an open balance, the payment link will be marked as closed in MYOB Acumatica during the next synchronization.

A payment link is closed automatically if the corresponding sales order is assigned the Completed status. You can also close a payment link manually for a sales order at any time by clicking Close Payment Link on the Payment Links tab of the Sales Orders form.

Payment Links in Reports

The following reports, which show print-friendly versions of documents, contain a QR code for a payment link and the Pay now link, shown in the screenshot below, if a payment link has been created for the document:

Invoice/Memo (AR641000)
Sales Order (SO641010)
Invoice & Memo (SO643000)

The following screenshot shows an invoice printed on the Invoice/Memo report.

Figure 1. An invoice with a payment link

Troubleshooting

When you are processing payment links, you may encounter the issues listed in the following table. This table describes the issues and how they can be solved.


Issue	What Causes the Issue	Solution
On the Sales Orders (SO301000) form, a payment link is closed and a new link cannot be created.	A payment link for the sales invoice is created when the invoice is released, because the SO Invoice Payment Link Create business event is active. If the linked sales order had a payment link too, this link is closed and a new one cannot be created.	If you process payment links on sales orders rather than sales invoices, you need to clear the Active check box for the SO Invoice Payment Link Create business event on the Business Events (SM302050) form.
A technical error is displayed on the Sales Orders form when you edit the lines of a sales order for which a payment link has been created.	After the creation of a payment link, each change in sales order lines triggers the SO Payment Link Update business event, which may lead to unnecessary service loading and technical errors.	If frequent changes to sales orders are required after payment link creation, you can do the following: On the Business Events form, clear the Active check box for the SO Payment Link Update business event. On the Process Payment Links (AR513500) form, schedule synchronization of sales orders. The frequency of synchronization should be once a week or less frequent.