Payment Applications and Configuration

Momentus has three payment applications available you can use to accept customer payments online. Each available payment application meets a specific need. See below to determine which application best meets your business needs.

• E-Payment Application - This application is used to send a payment request link to a specific order, invoice, or memo payment plan step. For example, you would use the E-Payment application to send a customer an email requesting the customer pay a single order, invoice or payment plan step. 
• Customer Payment Portal - This application is an updated Payment Portal that allows your customer to pay for orders, invoices or memo payment plan steps at one time. Your customers can also view their billing history, both the charges and payments for their account. For example, you would use the Customer Payment Portal application to send a customer a link to view and pay all the open orders, invoices and/or memo payment plan steps for the customer's account. This application is recommended for all organizations implementing a payment application in version .98 and above. Tokenized gateways will be supported on this version in 23.2.
  • Web Payment, a payment tool which is used when a back-office user needs to apply a payment for a client, dependant on a Customer Payment Portal. See [LINK] for more information.
• Payment Portal - This application is the original Payment Portal released for v30. It is being retired in the 2024.4 release. Use the Customer Payment Portal (version 2) instead.

There is no limit on how many payment applications you can use. Most customers use both the Customer Payment Portal and the E-Payment Application to meet their business needs. 

For your customers to use any of the payment applications, they must have at least one order or invoice in the software.

For the Customer Payment Portal and Payment Portal, your customers must log in with the email address associated with the bill-to contact or bill-to account on the order. Once your customers log into the Customer Payment Portal or Payment Portal, they see all the orders and/or invoices for the bill-to contact or bill-to account and can select which order(s) and/or invoice(s) to pay and then submit payment for those orders.

Customer Payment Portal (version 2)

When using the Customer Payment Portal with other public-facing applications, fields marked with an asterisk (*) are overridden by the setting in the public-facing application configuration. 

1. In the Main Menu, search for and select Payment Portal Configurations. The Payment Portal Configurations page opens.
2. Click Add. The Add Payment Portal Configuration window opens.
3. In the Description field, enter the name of the Payment Portal Configuration.
4. In the Payment Portal field, select Version 2. This indicates this is a Customer Payment Portal (version 2), rather than a Payment Portal (version 1).
5. Enter the necessary information:
   • Public Sign-In Configuration - Sign in configuration to use for public-facing users signing into the application. The Customer Payment Portal only allows sign in; sign up is not available.
   • Payment Configuration - Payment Configuration for the Customer Payment Portal. This controls what payment options are available, such as Credit Card, Check, Purchase Order, and so on. 
   • Email Template – Email template for the confirmation email. Email templates with a Payment Portal Confirmation subject are available for selection. 
   • Send Confirmation Emails* - If checked, an email is sent to the payer with the details of the paid orders, invoices and/or payment plans.
   • From Email Address - Email address the confirmation email is sent from. 
   • Email Recipients* - Email addresses of people within your organization who need to receive an email when payments are made through the Customer Payment Portal. You can add more than one email address by separating the email addresses with a semi-colon (;). You can also use the following wildcards:
     • Account Rep - @ACTREP
     • Primary Coordinator - @COORD1
     • Secondary Coordinator - @COORD2
     • Third Coordinator - @COORD3
     • Fourth Coordinator - @COORD4
     • Event Account Rep - @EVTREP
   • Web Theme - Web page styling for the Customer Payment Portal.
   • Active - If checked, the Customer Payment Portal is available for public-facing applications. Not applicable if using the Customer Payment Portal configuration as a Stand-Alone Payment Portal.
   • Allow Anonymous Access - If checked, your customers do not have to sign in to pay their invoices/orders. See Embed Anonymous Payment Portal Links into Email Templates for more information.
   • ReCAPTCHA Configuration – ReCAPTCHA configuration to use for the application.
6. Expand the Show and Allow Payments For section and enter the necessary information:
   • Show Invoices - If checked, your customers see the invoices they have in the software. 
   • Show Orders - If checked, your customers see the orders they have in the software. 
   • Order Status(es) to Show - Orders matching the selected order statuses are available for payment. If you do not want to include Cancelled orders, make sure to include only Active and Closed order statuses.
   • Order Type(s) to Show - Orders/invoices matching the selected order types show in the Customer Payment Portal. 
   • Order Custom Filter - Orders matching the selected custom criteria will show in the Customer Payment Portal. For example, use this to only display orders where the department is set to Food & Beverage.
   • Invoice Customer Filter - Invoices matching the selected custom criteria will show in the Customer Payment Portal. For example, use this to only display invoices where the book control is set to Arena. 
7. Expand the Open Items section and enter the necessary information:
   • Pay Invoices - If checked, your customers can pay outstanding invoices.
   • Pay Open Orders - If checked, your customers can pay for orders that are not on a payment plan, have open balances and are at an Open status.
   • Memo Payment Plans – Determines how memo payment plans display. If left blank, no memo payment plans display. 
     • Show Orders - Orders for memo payment plans display.
     • Show Plan Steps - Payment plan steps display.
     • Do Not Show - Memo payment plans do not show in the Customer Payment Portal.
   • Allow Partial Payment - If checked, your customers can pay a portion of the amount due for invoices and/or orders. If unchecked, payments are assumed they are for the full outstanding amount of the order and/or invoice selected.
   • Allow Credit Note Selection - Check to allow credit notes to appear and be applied to open invoices.
8. Expand the Billing History section and enter the necessary information:
   • Show Payment History - Check this to display all payments, deposits, and adjustments which are not flagged as internal.
   • Show Charges History - Check this to display all invoices and credit invoices which are not flagged as internal.
   • If neither is checked, the Billing History section will not display.
9. To configure the Customer Payment Portal for additional languages, expand the Language tab.
   1. Click Add. The Add Payment Portal Language window opens.
   2. Enter the following information:
      • Language - Language available in the Customer Payment Portal. If configuring the Terms and Conditions for the Customer Payment Portal, select Default Language.
      • Dictionary - Dictionary for the language.
      • Description To Use - Description that contains the translated phrases for those phrases not provided by the system, such as order items or payment types. See Alternate Descriptions and Languages for more information. 
      • Regional Option - Regional settings for the language. When a customer changes the language selection in the Payment Portal, all information on the page, such as date formats, change to use the regional settings associated with the language.
   3. Click OK.
10. Click OK.

Report Configuration

In the Customer Payment Portal, you can allow your customers to generate a report copy of the order, invoice, or payment plan step in real-time. Report Configuration is used to set the logic of which report is generated for each type of transaction, if the report you display is based on the type of order/invoice for the payment.

1. In the Main Menu, search for and select Report Configuration.
2. Click Add. The Add Report Configuration window opens.
3. Enter the necessary information: 
   • Book - Reports are available for orders/invoices with the selected book control assigned.
   • Subject - Determines if the report is available for orders, invoices, or payment plans.
   • Order Type - Source for the report. Used in combination with the Subject selection. For example, if Invoice is selected in Subject and Membership is selected in Order Type, then the report is available for membership invoices. 
   • Report Sequence - Report available for the configuration (the Subject and Order Type combination). The drop-down displays reports on report lists that apply to the Subject and Order Type combination. 
   • User Sequence - Determines the order the report is available if more than one report meets the configured criteria.
4. Click OK.
5. Repeat steps 2-4 for all possible Subject and Order Type configurations you need. For example, if you use fulfillment orders and service orders, you may need multiple entries for the various service order, fulfillment order and invoice reports to ensure the right report runs from the Payment application for each order/invoice type you can pay from the portal.

Share the Customer Payment Portal Link

Once you configure the Customer Payment Portal, click Copy Shortcut at the top of the screen to copy the Payment Portal URL to send to your customers. You can include this link in email templates used for sending invoices or collections so your customer's payment process is even easier. 

If you are only using one Customer Payment Portal configuration, you can add this link to the Invoice Remit-To Note so it appears on all invoices generated within the software.  

Payment Portal (version 1)

When using the Payment Portal with other public-facing applications, fields marked with an asterisk (*) are overridden by the setting in the public-facing application configuration.

1. In the Main Menu, search for and select Payment Portal Configurations. The Payment Portal Configurations window opens.
2. Click Add. The Add Payment Portal Configuration window opens.
3. In the Description field, enter the name of the Payment Portal Configuration.
4. In the Payment Portal field, select Version 1. This indicates this is a Payment Portal (version 1) rather than a Customer Payment Portal (version 2).
5. Enter the necessary information:
   • Payment Configuration - Payment Configuration for the Payment Portal. This controls what payment options are available such as Credit Card, Check, Purchase Order, etc. 
   • Show Terms and Conditions* - If checked, your customer must accept the terms and conditions before submitting payment. To configure Terms and Conditions, see step 8. 
   • Send Confirmation Emails* - If checked, an email is sent to the payer with the details of the order(s), invoice(s) and/or payment plan(s) that were paid.
   • Email Recipients* - Email addresses of people within your organization who need to receive an email when payments are made through the Payment Portal. You can add more than one email address by separating the email addresses with a semi-colon (;). You can also use the following wildcards:
     • Account Rep - @ACTREP
     • Primary Coordinator - @COORD1
     • Secondary Coordinator - @COORD2
     • Third Coordinator - @COORD3
     • Fourth Coordinator - @COORD4
     • Event Account Rep - @EVTREP
   • Web Skin* - Web page styling for the Payment Portal.
   • Active - If checked, the Payment Portal is available for public-facing applications. Not applicable if using the Payment Portal configuration as a Stand-Alone Payment Portal.
6. Expand the Show and Allow Payments For section and enter the necessary information: 
   • Show Orders - If checked, your customers see the orders they have in the software. If Show Orders is checked, the following options are also available:
   • Show Order Detail - If checked, your customers can click on the order to view the items, account, bill-to account, order total, remaining balance and amount due.
   • Pay Open Orders - If checked, your customers can pay for orders that are not on a payment plan, have open balances and are at an Open status.
   • Pay Closed Non-Invoiced Orders - If checked, your customers can pay for orders that are at a Closed status but are not invoiced. 
   • Order Status(es) to Show - Orders matching the selected order status(es) are available for payment. If you do not want to include Cancelled orders, make sure to include only Active and Closed order statuses.
   • Allow Printing PDF Copy of Invoice - If checked, your customers can print a PDF of the invoices.
   • Allow Partial Payment - If checked, your customers can pay a portion of the amount due for invoices and/or orders. If unchecked, payments are assumed they are for the full outstanding amount of the order and/or invoice selected.
   • Show Invoices - If checked, your customers see the invoices they have in the software. If Show Invoices is checked, the following options are also available:
     • Show Invoice Details - If checked, your customers click on the invoice to view the items, account, invoice due date, invoice payments, invoice total and invoice amount due. 
     • Show Voided Invoices - If checked, your customer can view invoices that were created but then voided.
     • Pay Invoices - If checked, your customer can pay outstanding invoices.
     • Pay Payment Plan Invoices - If checked, your customer can pay payment plan invoices. This does not include memo payment plans. 
   • Order Type(s) to Show - Orders matching the selected order type(s) show in the Payment Portal. 
7. To configure the Customer Payment Portal for additional languages, expand the Language tab.
   
   • Click Add. The Add Payment Portal Language window opens.
   • Enter the following information:
     • Language - Language available in the Payment Portal. If configuring the Terms and Conditions for the Payment Portal, select Default Language.
     • Dictionary - Dictionary for the language.
     • Description To Use - Description that contains the translated phrases for those phrases not provided by the system, such as order items or payment types. See Alternate Descriptions and Languages for more information. 
     • Regional Option - Regional settings for the language. When a customer changes the language selection in the Payment Portal, all information on the page, such as date formats, change to use the regional settings associated with the language.
     • Terms And Conditions - Terms and conditions for the language.
   • Click OK.
8. Click OK.