Introduction to Payments
This article introduces the main payment options available in FlexiBake, including how to create, update, and delete payments, how batch payments work for master accounts, and how payment terms, payment types, payment currency, and payment integrations support your payment workflow.
What payments are used for
Use payments in FlexiBake to record money received from customers, apply that money to open invoices, and keep Accounts Receivable accurate. Payment terms, payment types, and currency settings support this process by controlling how payments are recorded, categorized, and balanced.
Before you begin
- Confirm the customer and invoice already exist in FlexiBake.
- Confirm the correct payment amount, payment date, payment currency, and payment method before saving the record.
- If you use master accounts, confirm the customer hierarchy is already set up before creating a batch payment.
Warning: Master Accounts are intended for record-keeping and consolidation. They should not be used to place sales orders, and once a customer is set as a Master Account, that setting cannot be undone.
Record a single customer payment
Create a payment in Maintain Payments when you need to record money received from a customer and apply it to one or more invoices. You can apply the payment automatically to the oldest outstanding invoices or manually to specific invoices, depending on how the customer paid.
Step 1
Open the Accounting Centre and select Maintain Payments.
Step 2
Click New in the bottom left corner.
Step 3
Select the customer by Name or Code.
Step 4
Enter or confirm the Amount Paid and select the payment method from the Paid By drop-down.
Step 5
Apply the payment automatically or manually to the required invoice or invoices.
Step 6
Click OK to save the payment record.
Tip: Use automatic application when the customer is paying their oldest outstanding invoices in full. Use manual application when the payment needs to be split across specific invoices.
Record one payment across subsidiary accounts
Batch payments are used when several locations or sub-accounts are billed through one master account and the payment should be applied from a shared pool of funds.
Step 1
Open the Accounting Centre and select Maintain Payments.
Step 2
Click New in the bottom left corner.
Step 3
Select the Master Customer by Name or Code.
Step 4
Enter the payment details and apply the funds to the required subordinate account invoices.
Step 5
Click OK to save the batch payment.
Note: Batch payments work best when invoices and statements are already being consolidated through the master account structure.
Change an existing payment record
Use Maintain Payments to find the existing payment record, then open it and make the required changes.
Step 1
Open the Accounting Centre and select Maintain Payments.
Step 2
Use the available date fields or filters in Maintain Payments to find the payment you want to update.
Step 3
Select and open the payment record you want to edit.
Step 4
Update the required fields, such as the amount, payment method, or invoice application.
Step 5
Click OK to save the changes.
Warning: If the payment has already been applied to invoices, review the invoice balances after editing to confirm the Accounts Receivable impact is correct.
Remove an incorrect payment record
Use Maintain Payments to locate the payment first, then remove it using the delete button.
Step 1
Open the Accounting Centre and select Maintain Payments.
Step 2
Use the available date fields or filters in Maintain Payments to find the payment you want to remove.
Step 3
Select the payment record you want to delete.
Step 4
Click the Delete button in Maintain Payments.
Step 5
Confirm the deletion when prompted.
Warning: Deleting a payment can reopen invoice balances and change customer account history. Confirm the record is incorrect before removing it.
Exporting Payments
Mark payments as exported
If your payment has been finalized and included in your accounting export, you can close out that record by exporting it as part of your accounting process. Once the export is complete, FlexiBake will ask if you want to mark the transactions as exported. Choosing Yes will lock that transaction batch from future edits or exports and prevent those records from appearing in the export screen again.
Warning: Marking transactions as exported is intended to close out finalized records. Once a payment has been marked as exported, it should no longer be edited in FlexiBake.
Testing versus live exporting
When testing your accounting export setup, it is often better to choose No when asked whether to mark the transactions as exported. This allows you to make adjustments and export again if needed. Once you are using the export process for live records, choosing Yes helps keep FlexiBake and your accounting software in sync.
Tip: If you are still reviewing or correcting a payment, do not mark it as exported yet. Once the payment is finalized and ready to be closed out, export the record and mark it as exported.
Payment Terms
Payment terms control when an invoice is due, whether an early payment discount applies, and how long the customer has to qualify for that discount. In FlexiBake, payment terms are created by name and can be assigned to a customer as their default term or applied to a specific sales order when needed.
Discounts and due dates
Payment terms can include both a discount percent and a number of days the payment must be received within for the discount to apply. This allows you to offer different early-payment incentives and due-date rules depending on the customer or order.
Tip: Use a customer-level payment term when the same rule should apply to every order. Use a sales-order-level payment term when the discount or due date should only apply once.
Payment Types
Payment Types are used to categorize how a customer paid, such as cash, cheque, EFT, or another internal payment method. These types appear when entering a payment and help keep payment records consistent across your team.
Tip: Set up your common payment methods in advance so staff can select the correct option from the Paid By drop-down when recording payments.
Payment Currency
Payment currency determines which currency a payment is recorded in and should align with the currency used for the related customer or invoice. FlexiBake also supports default currency settings for customers, while the system home currency is used for overall system operation and financial values.
Note: When working with multiple currencies, review your exchange rates to make sure payments and related values are recorded correctly.
Payment integrations
FlexiBake supports additional payment options through integrations with payment processors; Our Wholesail integration enables customers to view and apply payments from an online portal. Authorize.net may be connected for direct credit card processing through FlexiBake.
Note: Credit card processing in FlexiBake is handled through Authorize.net and requires a separate Authorize.net account.
Note: If you want to get started with the Wholesail integration, please reach out to your Account Manager or the Support Team who can help guide you.
Reviewing Applied and Unapplied Amounts
Check payment disbursement from the record view
When reviewing payments in FlexiBake, you can inspect how a payment has been disbursed without opening every related invoice manually.
- In the Find Tool or on the Company Account tab, cursor over a payment record to review the disbursement of the hovered payment.
- This can help confirm whether the payment has been fully applied, partially applied, or still has an unapplied balance.
Note: If a payment was created without being fully applied, you can return to the record later and apply the remaining balance as needed.
Payment Reports
FlexiBake includes several reports that can help you review payment activity, unapplied balances, and customer payment history.
- Unapplied Payments Report — Use this report to review payments that still have an unapplied balance and may need to be assigned to an invoice later.
- Payment Detail — Use this report when you need detailed payment information by date range, including payment date, reference, payment amount, applied invoice numbers, applied invoice balances, and related discounts. This report is grouped by currency and customer.
- Payment Summary by Date — Use this report for a summarized view of payment dates and amounts for the selected date range. It is grouped by currency and then customer, and includes totals by customer and a grand total.
- Payment Summary by Customer — Use this report to review summarized payments by customer, including currency, customer name, date, and payment amounts.
Tip: Use detailed reports when you need to review how payments were applied, and summary reports when you need a quicker view of payment activity across a date range or customer list.
Need More Help?
Support for questions, problems, or errors
If you have questions about payments, run into an error, or see results you were not expecting, contact FlexiBake Support for help troubleshooting the issue.
Tip: Include the payment number, customer name, screenshots, and a short explanation of what happened before the issue appeared. This can help Support review the problem more quickly.
Additional training support
If you are looking for more detailed one-to-one assistance with payment setup, payment workflows, or reporting, reach out to your direct Account Manager for training support.
Tip: Training support can be especially helpful when getting started, reviewing payment workflows for master accounts, unapplied payments, reporting processes, or export procedures.