Deleting and Merging Payments

Table of Contents

Deleting and Merge Duplicate Payments: Use Cases
Required Permissions
Important Notes
Delete or Merge: Why Non-Wallet Payments Are Deleted, and Wallet Payments Are Merged
1. Non-Wallet Payments (Delete)
2. Wallet Payments (Merge)
Why the Difference in Flows?
Deleting Incorrect or Duplicate Payments
Merging Duplicate Payments
No Eligible Payments for Merging

Deleting and Merge Duplicate Payments: Use Cases

Duplicate or incorrect payments from various sources such as QuickBomoks, Sage, Wallet, or Manual entry can disrupt accurate reporting and reconciliation processes. This new functionality empowers Financial Admins to resolve these issues directly by:

• Deleting incorrect or duplicated payments.
• Merging payments from different sources into one accurate record on the invoice.

Interactive Demos

Explore BigTime below with an interactive demo. To begin, click Play Scenario to navigate seamlessly through the interface and discover a feature. You can restart the demo at any time.

Required Permissions

To manage payments in invoices, you must have Financial Administrator permissions in BigTime. If you need to delete or merge a payment, contact the Financial Administrator in your organization or ask the System Administrator for the necessary permissions.

Important Notes

• Editable Fields:
  • For Wallet or imported payments, fields such as Reference Number, Payment Date, and Payment Notes/Memo are editable.
  • For Manual payments, all fields are editable.
  • Deleted or archived payments have no editable fields.
• Error Handling:
  • If a deletion or merge fails, an error message will notify you, and the issue will be logged for troubleshooting.
• Dependencies:
  • Ensure stable third-party integrations (e.g., QuickBooks, Sage) for importing payment records.
• Audit Trail Transparency:
  • Each action (deletion or merge) is logged with clear details about who performed it and when, ensuring traceability.

Delete or Merge: Why Non-Wallet Payments Are Deleted, and Wallet Payments Are Merged

The difference between using delete for non-wallet payments and merge for wallet payments lies in the origin, flexibility, and purpose of these transactions within BigTime. 

1. Non-Wallet Payments (Delete)

Non-wallet payments are typically imported from external systems like QuickBooks or Sage or entered manually. Their respective sources already treat these payments as finalized transactions.

• Reason for Deletion: If a non-wallet payment is incorrect or duplicated, deleting it is the only logical resolution. This is because:
  • There’s no direct integration within BigTime to modify these payments at their source.
  • Deletion ensures that the erroneous payment is fully removed from BigTime without affecting the integrity of other external records.
• Action Simplicity: Deleting non-wallet payments is a straightforward way to eliminate discrepancies since they are not inherently tied to BigTime’s internal payment processing system.

2. Wallet Payments (Merge)

Wallet payments are processed internally within BigTime, using its own payment platform.

• Reason for Merging: Wallet payments often have greater flexibility for adjustments because:
  • They are managed and stored directly in BigTime, giving users more control over how to handle discrepancies.
  • Merging wallet payments allows users to combine duplicate payments—identical transactions associated with the same project and invoice—into a single accurate record, ensuring clean financial reporting while maintaining historical data integrity.
  • Unlike non-wallet payments, wallet payments may interact with other wallet-specific features, so merging ensures continuity in processing and reporting.
• Integration Logic: Wallet payments are designed to be modifiable within BigTime, making merging the preferred solution for resolving duplication or errors rather than outright deletion.

Why the Difference in Flows?

• System Ownership: Non-wallet payments are externally controlled, making deletion necessary to avoid altering external systems. On the other hand, Wallet payments are natively managed by BigTime, enabling more nuanced actions like merging.
• Use Cases: Wallet payments often require adjustments (e.g., merging multiple partial payments), while non-wallet payments typically involve correction through removal.
• Data Integrity: Deletion for non-wallet payments prevents potential conflicts with external records while merging wallet payments ensures internal data remains accurate and consistent.

The instructions below describe the flow for non-wallet payments (Delete) and wallet payments (Merge).

Deleting Incorrect or Duplicate Payments

1. Accessing the Invoice Details:

• • Navigate to the Invoice Details page for the specific invoice you need to review.
  • Locate the Activity (Feed) section in the lower part of the screen.

2. Opening the Payment Details:

• • Click on a specific payment to open the Payment Details: 

3. Deleting a Payment:

• • Click the Delete Payment button.

• A confirmation dialog will appear explaining that the entire payment will be removed from all invoices it was applied to.

• Confirm the action by clicking Yes.
  

4. Audit Trail Updates:

• • Once deleted, the payment will be archived, and the invoice balance will be updated in real-time.
  • The Activity Feed will display a deletion record, including the Financial Admin's name and a timestamp.

Merging Duplicate Payments

1. Accessing the Invoice Details:

• • Navigate to the Invoice Details page for the specific invoice you need to review:

• Locate the Activity (Feed) section in the lower part of the screen.
  

2. Opening the Payment Details:

• • Click on a specific payment  to open the Payment Details: 

3. Initiating the Merge Process:

• • Click the Merge Payment button: 

• A confirmation dialog will appear explaining that this action will merge your Wallet payment with another payment. 

• A new dialog titled Payment Merging will appear, listing eligible payments for merging.

4. Selecting Payments for Merging:

• • Review the list of eligible payments. Each entry shows the payment number, date, transaction details, and payment type:

• Select the payment(s) to merge with the current payment.

5. Confirming the Merge:

• • Click Confirm to finalize the merge.
  • A message will indicate this if no eligible payments are available, and you can close the dialog.

6. Audit Trail Updates:

• • • The merged payment information will be reflected in the Activity (Feed) with details about the merged records.

No Eligible Payments for Merging

After entering the payment details, you will see the Merge Payment button:

After clicking the Merge Payment button, if no payments are available for merging, you will be notified as shown below: