IRIS Payment

Introduction

This topic explains the process of requesting and completing the payment for invoices by uploading the Invoices to OpenSpace within Time & Fees. The upload to IRIS OpenSpace can be done from Client Maintenance screen, Client dashboard and IRIS Fees.

Within Practice Management, select a client registered in Time & Fees | Client Maintenance screen | Communications tab | select the Item to be uploaded | right-click and select Upload to IRIS OpenSpace.

Within Client Search | select a client registered in Time & Fees | Client dashboard | Recent Communications widget | select the item to be uploaded | right-click and select Upload to IRIS OpenSpace.

Within IRIS Fees navigate to Enquiries menu | Account details | Fees Account Display screen | select a Time and Fees registered client | right-click an invoice that has not been matched | select Print the invoice | opens the IRIS AutoMail – Merge Letters screen.

Clicking Upload  will upload the invoice to OpenSpace. Only templates of type pdf can be uploaded. Any template of type Word will be converted to pdf on upload.

Once the invoice has been paid electronically within OpenSpace, it will be automatically downloaded by IRIS and appear on the Pending Payments screen within Time & Fees.

To view the Pending payments on IRIS, log onto IRIS Fees | Posting menu | Pending ePayments sub menu | Pending ePayments screen.

The columns that appear in the Pending ePyament screen are:

Client ID – the ID of the client.

Client Name – the name of the client.

Downloaded – the date when the invoice was downloaded from OpenSpace.

PAY. Date – the date when the payment was made in OpenSpace.

PAY. Amount – the payment amount made in OpenSpace.

PAY. Provider – the payment provider in OpenSpace.

INV. Reference – the invoice reference number.

INV. Residual Amount – the invoice unmatched amount.

INV. Status – the invoice status.

The different status that can diplay are:

• OK - this appears when the Residual Amount is the same as Payment amount.
• Not Found – this appears when the invoice is no longer present on the Fees ledger.
• Cancelled – this appears when the invoice is reversed on Fees ledger after it was uploaded to OpenSpace and ePayment was made.
• Already Fully Paid – this appears when the residual amount on the invoice is zero and is likely due to the invoice having been fully paid by other means – i.e. postings matched to the invoice on the Fees ledger after ePayment was made.
• Already Part Paid – this appears when the ePayment exceeds the residual amount on the invoice, and is likely due to the invoice having been partially paid by other means – i.e. postings matched to the invoice on the Fees ledger after ePayment was made
• Matched Value Changed – this appears when the ePayment is less than the residual amount on the invoice, and is likely due to postings having been matched and then unmatched from the invoice after it was uploaded to OpenSpace

Apply is enabled only when one or more ePayment entries are selected. For ePayments that have the Invoice Status as OK, the receipt will be posted and matched to the original invoice. For the entries where the Invoice Status is Not OK, the receipt will be posted but will not be matched.

The Apply option also validates the OpenSpace credentials.

When Apply is clicked and the Openspace credentials within System Maintenance are incorrect, a dialog displays, as shown below.

Clicking OK will close this window. If you don't want to see the message again, select 'Do not display this message again'.

Click Apply when Opensapce credentials are correct in System Maintenance; message will NOT display and Apply should work as mentioned above.

Delete  will be disabled for any selected postings that have the invoice status as OK. For all other invoice status, Delete will be enabled.

After selecting one or more ePayment items and clicking Apply, the selected ePayment will be applied to the Fees Ledger.

Clicking OK will display the Fees Ledger Posting screen to allow you to choose which period the receipt posting(s) should apply to and will eventually post the payment to the Fees Ledger.

The receipt postings generated by IRIS Payments can be viewed on the Fees Account Display screen.