Submit Prepayment

Purpose and description
How to submit a prepayment

The Submit Prepayment page is accessed under the Payments menu.

Note: This option is only available if it has been enabled and configured.

Purpose and description

This page allows you to submit a payment that is not tied to an invoice. When the payment is submitted, an authorization is made for either a credit card or echeck payment and a transaction is generated.

Prepayments must be enabled by onboarding and configured by the Merchant.

IMPORTANT For Merchants Supporting Buyers

You must perform additional Buyer-specific configuration to assign a Merchant Division and the supported currencies for prepayments. If this is not performed, an error message displays when the user access the Submit Prepayment page. Go to Buyer > Buyer Configuration, and then click edit.

How to submit a prepayment

NOTES:

The following screenshots are for a Merchant user view that does not support Buyers. If Buyers are supported, then the Buyer and Buyer Division fields are enabled and the Prepayment Identifier is not available.
You can navigate to a previous step by clicking the back link or by clicking the step icon of the completed step. Once the Confirmation page displays, step icons can no longer be clicked to navigate to the step.

The Submit Prepayment page varies slightly depending upon if Buyers are supported or not AND the payment features that are enabled.

High-Level Prepayment Steps:

Enter Prepayment Information
Enter/Select Payment Method
Review & Submit
Obtain Confirmation

1. Prepayment information

There are different methods of identifying how to apply the payment based on whether Buyers are supported or not. See the following table for details:

Buyers ARE Implemented	Buyers ARE NOT Implemented
Select the Merchant. Select the Buyer. Select the Buyer Divisions (will default if only one). Proceed to entering the Payment Information; steps provided below. Click next to continue.	Enter the Prepayment Identifier. This field is determined and named by the Merchant as part of BillPay configuration. It is configured in Merchant Portal. Click search to check if the prepayment identifier value entered is associated to an existing invoice. Remaining fields on page are disabled until search is performed. If there was already an existing prepayment made against the identifier, it will display whenever you click search. Is there an invoice associated to the prepayment identifier? NO, then proceed to Step 4. YES, click on the Invoice # to access the Pay Invoices page. Select Currency (if more than one available). Enter Prepayment Amount. Enter a Payment Note related to the payment. Click next to continue.

Buyers ARE Implemented

Buyers ARE NOT Implemented

Select the Merchant.
Select the Buyer.
Select the Buyer Divisions (will default if only one).
Proceed to entering the Payment Information; steps provided below.
Click next to continue.

Enter the Prepayment Identifier.
1. This field is determined and named by the Merchant as part of BillPay configuration. It is configured in Merchant Portal.
Click search to check if the prepayment identifier value entered is associated to an existing invoice.
1. Remaining fields on page are disabled until search is performed.
2. If there was already an existing prepayment made against the identifier, it will display whenever you click search.
Is there an invoice associated to the prepayment identifier?
1. NO, then proceed to Step 4.
2. YES, click on the Invoice # to access the Pay Invoices page.
Select Currency (if more than one available).
Enter Prepayment Amount.
Enter a Payment Note related to the payment.
Click next to continue.

2. Payment method

NOTE: If surcharges are enabled, you will see a note indicating the details directly above the payment method options. This wording is configured by the Merchant. This same message displays in Review & Submit step as well. Following is an example:

The payment methods that display are limited to what is configured for the Merchant and Buyer (if applicable).

Select a Stored Payment Method (if available) or enter a New Payment Method.
1. If new, complete the associated payment detail fields. Some fields may be prepopulated based on the data from the first invoice selected if feature is implemented.
2. If echeck payment method is available, the payment detail fields vary depending upon the Bank Account Type selected.
Click next to continue.

3. Review and submit

Review the payment details, and then click submit when ready.

NOTE: If surcharges or convenience fees are enabled, the disclosure message always displays on this step.

If a surcharge or convenience fee is applicable, it is stored in a separate field and does not go towards the balance of an invoice. You see SubTotal = payment amount excluding surcharge/convenience fee, Surcharge/Convenience Fee = surcharge/convenience fee amount, and Total Payment = payment amount + surcharge/convenience fee.

You will not see a Surcharge total amount nor Subtotal amount if the payment method is echeck or debit card.

4. Confirmation

A Confirmation # is provided.

They can copy/paste the Confirmation # in the Quick Search field at the top of the page (next to the gear icon) to view the Confirmation Details page.