The capture process during invoicing needs to be changed so the person invoicing does not require any access to AR to complete the transaction. The optimal solution is to create a day end process that understands when an order with an authorization is invoiced. At day end, after the order is shipped and invoiced, Sage PAYA reaches out to the Sage Portal, captures the payment and inserts an AR receipt into a single AR PAYA Receipt Batch for the day. A distant second option would be to remove the ability of the shipper to select an AR batch. There needs to be a specific PAYA Receipt batch each day where all captured authorizations are posted. In many cases the warehouse shippers also invoice. A warehouse shipper should not have any direct access to AR. A shipper can easily select the wrong batch number. A PAYA receipt cannot be deleted. There are inherent problems with this situation. In addition capturing the payment during shipping/invoicing is not efficient. There are too many extra mouse clicks. Currently if you turn off capture during shipping/invoicing someone in accounting has to create an AR receipt batch and physically match captured transactions to invoices after-the-fact. Again this is not efficient.

by: Karen S. | over a year ago | Financial Management