Understanding the Payment Journey with CentimePay

A customer pays open invoice(s) through the Customer Portal, resulting in one payment.
A Payment ID is created in Centime and the Settlement status is "Payout Pending."
The invoice Status updates to "Paid."
A payment receipt is sent to the Customer and a notification is sent to all AR users with permission, “Assign workflows, edit custom fields, invite to portal and enrol autopay.”
Reminders are paused and the invoice is flagged accordingly in monthly statements.

Each payment is temporarily posted to the Undeposited Funds GL account.
If applicable, discounts or surcharges are also recorded via journal entries to designated GL accounts set in your Online Payments Settings.
This is ongoing as payments are made throughout the day.

At the end of each business day:

CentimePay consolidates all authorized payments into two Deposits in your GL one for all ACH transactions and one for all CC transactions.
- ACH Timing: 3 to 4 business days (6:30 PM ET cut off)
- Credit Card Timing: 1 to 2 business days days (9:30 PM ET cut-off)
A Journal Entry records the total transaction fee for ACH and CC, posted to your Transaction Fee GL account.
Your accounting records now match the net amount received in your bank.

In the Paid Invoices tab Centime will show you the Payment ID and Settlement date.

Payment ID: By filtering for Payment ID you can see all invoices included in the transaction.
- Hovering over Payment ID: This shows the total payment amount, transaction fees and the net amount for each transaction.
Settlement Date: This shows you when you can expect to receive a payment or when a payment has settled.
- If the date is highlighted in Yellow, it means that the payment has not settled yet and this is an estimate. The estimate takes into account weekends and holidays.
- If the date is not highlighted, this represents the actual settlement date.
- You can sort of filter this table to see all invoices included in the settlement.
- Hovering over Settlement Date will show you the total settlement amount.

Action	Account	Description
Authorized Payment	Undeposited Funds (GL)	Holding payment until settlement
Discount (if applicable)	Discount GL (JE)	Credit memo reducing invoice total
Surcharge (if applicable)	Surcharge GL (JE)	Additional fee charged to customer
Settlement (Deposit)	Bank Account (GL)	Daily lump-sum deposit
Transaction Fee	Transaction Fee (JE)	Total processing fees deducted from deposit

Centime posts Payment to Undeposited Funds GL for all invoices included in the transaction.
If applicable Centime posts:
- Journal Entry to Discount GL
- Journal Entry to Surcharge GL

Centime creates Deposit to the Bank Account GL for all payments included in the settlement.

Centime creates a Journal entry for the Transaction Fee which includes all processing fees deducted from deposit

Action	*Invoice* Status	GL Post Status	Settlement Status	Status in GL
Customer completes a successful payment	Paid	Posting in progress	Payout Pending	Paid
After GL sync & post to Undeposited	Paid	Posted	Payout Pending	Paid
Daily Net Payout pushed to client account	Paid	Posted	Payout Sent	Paid

GL Post Status (to Undeposited Funds)

Learn how payments flow from your customer to your General Ledger (GL), including visibility within Centime and how settlements and fees are applied. The process ensures your bank register stays aligned with your accounting system.