Managing Payments – Rhythm

Rhythm allows users to process payments for contacts and organizations.

Receiving a Payment

From the app menu at the top of the screen, click on Finance & Billing.
In the left navigation menu, click on Transactions.
Click on the Receive Payment button.
You can also click on the Receive Payment button when viewing a payment.
You can choose either a Contact or an Organization when processing a payment.
Once you select your record type, you will have the ability to Select Your Payment Recipient.
You will have the ability to enter or select a billing address.
Once you have selected a recipient, you can select the open payment associated with record that you would like to pay off.
If the payment(s) being paid off by the contact/organization is associated with other records, you can click Pay More Payments. This will allow you to search for payments:
- From another contact in the system
- From another organization in the system
- From the contacts tied to an organization
- From a list of payment ID
Click on Process Payment to complete.

When viewing a payment, you will have the ability to view key information about the payment, including:

When viewing a payment, you can select the Edit Details option under the Payment Options menu.
When editing payment detail, you can edit the billing information associated with the payment, set a public memo, and make internal notes.

Refunds allow you to send funds back to a customer.

When viewing a payment, you can select the Issue Refund option under the Payment Options menu.
You will be required to select a batch that the refund will be associated with.
You will be presented with all invoice line items that the payment is associated with. Any item in gray does not have a refundable amount and you will be unable to select it. When you select items, you will have the ability to enter in an amount to refund.
Click the Process Refund button to complete.

Use payment reversals if you received a payment that you want to back out without sending the customer a refund (eg. NSF).

When viewing a payment, you can select the Reverse option under the Payment Options menu.
You will be required to select a batch that the reversal will be associated with.
Click the Reverse Payment button to complete.

Voids will delete the payment from the system.

When viewing a payment, you can select the Void option under the Payment Options menu.
You will be prompted with a confirmation verifying that you are sure that you want to void the payment.
Click the Yes button to complete the void.

Credits allow you to add to the customer’s credit balance instead of sending the money back to the customer.

When viewing a payment, you can select the Issue Credit option under the Payment Options menu.
You will be required to select a batch that the credit will be associated with.
You will be presented with all invoice line items that the payment is associated with. Any item in gray does not have a credit available and you will be unable to select it. When you select items, you will have the ability to enter in an amount to credit.
Click the Issue Credit button to complete.

When viewing a payment, you can select the Print option under the Payment Options menu.
You will be taken to a printable view of the payment. Click the Print This Receipt button.

When viewing a payment, you can select the Email option under the Payment Options menu.
You can set the recipient email on the payment, which will default to the email associated with the billing recipient.
You can preview the email message that will be sent. You can edit the email content, including the ability to add merge fields from the system that will populate the email with data associated with the payment.
Click the Send Email button to complete.