EQD: DBPay - Activating and Sending PaybyLink

Alert: Note: This process was created in a test environment. The information selected is for training purposes only and will not match the data you will use in your company's system.

1. Go to A/R > A/R File Maintenance > A/R Configuration

2. - Enable Email Receipts

• In the Payment Types tab, check the option "Send an email receipt to the client."

• This ensures that once a client completes a payment through PayByLink, a receipt is automatically generated and emailed to them.

• Configure Convenience Fees

  • This section allows you to set convenience fees globally for all clients, applicable to credit card and ACH payments.

  • You can also configure whether the fees are charged back to the consultant.

• Enable Fee Charging to Clients

  • To charge clients, check the option "Charge fees to clients."

  • Note: This setting can be overridden at the individual client level under the Pay tab.

  • After enabling convenience fees, click "Configure PayByLink."

3. ### Configure PayByLink – Step-by-Step Notes

1. PayByLink Merchant ID

• Enter DB in the PayByLink Merchant ID field.

2. Link Type

• Choose your link type: ACH, Credit Card, or Both.

• Preferred Type lets you select which link should display first (Credit Card or ACH).

3. Expiration & Prompt-Pay Discount

• Set the Expiration Date for the link.

• Check Allow prompt-pay discount for A/R Invoices if you are offering a prompt pay discount.

• Note: If the link expires, you can easily resend it.

4. Invoice Number Generation (A/R Convenience Fee)

• Generates a new invoice number for the convenience fee or appends a character to the existing O/E invoice number.
  • Note; the system will assign a new number if the current invoice is number is 11 characters already or if the new number already exists in A/R under the client or in O/E.

Click the blue ? mark next to this field for detailed explanations.

5. O/E Invoice Tab Options

• A. Show Link on Invoices: choose Optional, Always, or Never.
  B. Link Style: format the font style, font size, and font color of the link.
  C. Borders: optionally add borders around the link message and link to make it stand out.
  D. Link Type Remarks: Remarks printed above the respective links on the OE invoices.

Click the blue ? mark for full details and explanations.

4. Link Style

• Clicking Link Style lets you format the actual link: choose the style, size, and color.

5. Use each drop-down menu to select the style, size, and color of the link.

6. This setting controls whether the payment link will appear on the Summary Bill. Select Yes if you want the link to display on the summary bill, or No if you do not want it to appear.

7. The PO feature includes a built-in placeholder that automatically displays the specific line item when a payment request is sent for an item on the Purchase Order. If you do not want the system to display the line item in the message, enter the word "blank."

8. ### Link Email – Summary

This tab is used to configure the email message and salutation that is sent with the PayByLink.
You can customize the message for emails sent through A/R Invoices, POs, Releases, and Sales Orders.

• You can include optional HTML formatting and use variables (such as contact names and phone numbers) to personalize the message.

• If you leave the message fields blank, the default email text is used.

View System Variables

• The system automatically pulls in information using the listed variables.

• This shows what the client will see in the email salutation.

• Note: There is both an HTML version and a text version, because the client might receive one or the other depending on their setup. You must update both versions, since you cannot know in advance which version the client will see.

• Optional: You can click Show Logo to include a logo in the email. This works only for HTML, not the text version.

• Reminder: Make sure to read the message offered under the Link Email tab.

9. Click "Save"

10. Click "Exit"

Alert: If you do not want to use the PayByLink (PBL) feature (you don’t want to send a secure link for any documents) you have two options:

1. Remove the DB from the PayByLink Merchant ID, or

2. Keep the DB on the Merchant ID but uncheck the PBL option at the client level for any client you don’t want PayByLink.

This ensures that documents will not include the option to send via PayByLink, either through A/R invoices or from any document with the credit card box option. The PBL option will simply not appear.

Tip: Scenario #1 – Sending Link via A/R (Invoice Posted & Open)

11. Go to A/R > A/R Invoices

12. Select client → check Open Invoices Only

13. Open invoice → Receipts tab > Credit Card.

14. Click " Send PayByLink Email" then "Okay"

15. This screen shows the link total and gives options for sending the PayByLink:

• Payment Method: Check or uncheck Credit Card, ACH, or select Both.

• Convenience Fee: Optionally uncheck the convenience fee if you don’t want it applied.

• Special Notes: Add any custom notes to include in the email.

• Send To: Use the drop-down to send to a custom email address instead of the default client contact.

• Click "Send PayByLink Email."

16. Click "Yes" to send PayByLink email.

17. Click "Okay" when send is complete.

18. Click "Exit"

19. Navigate to A/R > Receipts > Import PayByLink Payments.

20. The system will check the links and display the ones that were paid. Once the Import Payment Details screen shows, you can Exit.

Note:

• The Download button at the bottom is available if you need to download again in case any payments were made after your initial download.

21. When prompted, click Yes or No to view the log.

• Note: The log provides full details of the process—from the time the link was sent to when the payment was downloaded.
  • To print the report, click File in the upper-left corner and select Print.
  • Exit all the way out.

Tip: ### Downloaded PayByLink Payments

When payments are downloaded, the system will mark the invoice as Paid and create a Receipt in Receipts Editing.

22. Navigation: A/R > Receipts > Receipts Editing

23. ### Sample Screen

Displays key information including:

• Client ID

• Check # (shows PayByLink if paid via link)

• Date

• Received Amount

• Available Amount

• Deposit # (if the receipt was deposited)

• Period

24. ### Payment Details Screen

This screen displays both the convenience fee and the invoice fee that the payment was applied to — shown at the very top and in bold.

25. ### Receipts Notes

Click Receipts Notes to view system-generated notes created for every PayByLink transaction.

26. ### Receipts Notes Details

Displays:

• Last four digits of the credit card number

• Reference: Client ID and invoice paid

• How payment was received

• Link ID # that was used

27. ### Link Emailed to Client

The subject line will read:
"Online Payment for Invoice XXXX"
The email includes all the information the client needs to know before submitting their payment.

28. ### After Payment is Made

Once the link is paid and the payment is downloaded, the system automatically sends the client a receipt showing what was paid and the document number that was updated.

Tip: ### Depending on the settings in A/R Configuration, the payment screen will vary:

29. - If paying only by ACH, the ACH detail screen will appear.

• If paying by credit card, the credit card detail screen will appear.
  It will display one or the other, depending on the configuration.

Tip: Once the payment is completed, one of the following messages will appear:

30. - Payment successful – Payment has been processed successfully.

• You have already paid – Appears if the client clicks the link again after completing payment.

• Your payment link has expired – Appears if the link is no longer valid.

If the link has expired, it can be resent through the same process it was originally sent.

Tip: Scenario #2 – Sending Link via Invoice (Not Posted)

31. - Open Invoice

• Go to Invoice Editing > Edit Mode.

• Check Link Settings

  • Go to the Summary tab.

  • Ensure the box "Send Link" is checked.

    • If the global setting "Show Link on Invoice" is set to Optional, this box will be unchecked automatically.
    • Check Box

  • Click Okay to save.

32. Print Preview to send.

33. Click "Send"

34. - The email verbiage that appears when sending the invoice must be configured in this section.

• This section controls the salutation part of the email.

• The PayByLink will be included in the actual invoice.

• Depending on the A/R Configuration settings, the link will display its respective information.

35. Click "Go"

36. Click "Begin"

37. ### Sending Email

• The email will be sent to the client and pulls from the email set up under Client Maintenance with Invoice checked.

• The email will include the invoice, with the PayByLink included in the invoice itself.

38. ### Email Verbiage

• The email verbiage is unique and will remain once set unless you change it.

39. ### Invoice Link Display

• The invoice link displays according to how it was configured in A/R Configuration.

Tip: Note: Payment creates receipt. Once invoice posts, receipt is applied & invoice paid

Tip: Scenario #3 – Sending Link via PO (Prepayment on PO)

40. PO Editing → Address Tab > Edit Mode > Credit Card > Send PayByLink Email

41. Click "Send PayByLink Email"

42. This screen shows the link total and gives options for sending the PayByLink:

• Payment Method: Check or uncheck Credit Card, ACH, or select Both.

• Convenience Fee: Optionally uncheck the convenience fee if you don’t want it applied.

• Subtotal amount can be edited.

• Special Notes: Add any custom notes to include in the email.

• Send To: Use the drop-down to send to a custom email address instead of the default client contact.

• Click "Send PayByLink Email."

43. Click "Yes"

44. Click "Okay"

45. ### Link Emailed to Client

The subject line will read:
"Online Payment for POXXXX"
The email includes all the information the client needs to know before submitting their payment.

46. Enter the credit card information and click Pay.

Note:
The credit card information shown in this sample is a dummy number used for demonstration purposes only. It is not a real credit card number.

47. Click "Exit"

Tip: Note: Invoice shows prepayment. Once posted, Quantum writes receipt & pays invoice.

Tip: Scenario #4 – Sending Link via Warehouse Release Editing (Prepayment on Release)

48. Release Editing → Address Tab > Edit Mode > Credit Card > Send PayByLink Email

49. Click "Send PayByLink"

50. This screen shows the link total and gives options for sending the PayByLink:

• Payment Method: Check or uncheck Credit Card, ACH, or select Both.

• Convenience Fee: Optionally uncheck the convenience fee if you don’t want it applied.

• Subtotal amount can be edited.

• Special Notes: Add any custom notes to include in the email.

• Send To: Use the drop-down to send to a custom email address instead of the default client contact.

• Click "Send PayByLink Email."

51. Click "Yes"

52. Click "Okay"

53. Click "Exit"

Tip: Note: Payment creates receipt. Once invoice posts, receipt is applied & invoice paid