Customer Payments Tutorial

How to Receive a Customer Payment from a Customer Invoice

1. Create or edit any Customer Invoice (e.g. Main Menu > Accounting > Customer Invoices > View (button) > Double-click to open the applicable invoice).

2. On the top row of buttons, click Pay (button).

3. Complete the Customer Receipts popup (see below).

How to Receive a Customer Payment from a Customer Age Analysis

1. View a Customer Age Analysis (e.g. Main Menu > Accounting > Customer Age Analysis > View (button)).

2. Right-click the applicable customer's entry and select Receive Payment on the context menu.

3. Complete the Customer Receipts popup (see below).

How to Receive a Customer Payment using the Module

1. Navigate to the applicable menu option (e.g. Main Menu > Accounting > Customer Payments).

2. Complete the Customer Receipts popup (see below).

How to Complete the Customer Receipt Popup

1. If the popup is accessed from a Customer Invoice or Age Analysis, the header information will be pre-filled. If the popup is accessed through the module, fill in the header as follows:

   1. Customer = Select the Customer from the dropdown list.

   2. Contact = Select a Contact person.

   3. Click Save (button) to display any outstanding invoices.

   4. Click Pay (button) and select the amount to pay.

      1. If Fixed Amount was chosen under Pay (button):

         1. Type the amount to pay in the block next to Pay (button).

         2. Check the invoice/s that are being paid, and uncheck the others.

         3. At the bottom of the screen, there is a list of invoices. For each invoice that is checked, overtype the amount in the Pay column to match the amount being paid.

      2. To pay only a percentage of the Outstanding Amount:

         1.  Type a percentage in the block directly below Cash (i.e. Payment method)

         2. Click the block next to %.

         3. Check the invoice/s that are being paid, and uncheck the others.

         4. At the bottom of the screen, there is a list of invoices. For each invoice that is checked, overtype the amount in the Pay column to match the amount being paid.

      3. If Allocation was chosen under Pay (button):

         1. Check or uncheck the invoices that the customer is paying.

         2. Change any of the amounts if the invoices are not being paid in full.

   5. Click the arrow next to Cash and select the payment method. 

      2. 2. • Note: Cash is our first payment method, you might have a different payment method displayed in the place of Cash.

   6.  Click Add (button).

   7. If you want to add an additional payment, repeat Steps 4-6.

      2. 2. • Note: If you make a mistake, click Clear (button) to clear all the payments and start over from Step 4.

   8. Click Done (button).

   9. Confirm the payment on the popup.

How to Choose Payment Options

1. When you click the Pay (button) you have the following options:

   • Outstanding:  Selects every amount that is due.

   • 30 days +: Selects amounts that are 30 days or more outstanding.

   • 60 days +: Selects amounts that are 60 days or more outstanding.

   • 90 days +: Selects amounts that are 90 days or more outstanding.

   • 120 days +: Selects amounts that are 120 days or more outstanding.

   • Fixed Amount: Allows users to type in a fixed payment amount.

   • Allocation: Will calculate a payment based on all the selected invoices.

How to Receive a Deposit Payment

1. From a Customer Invoice, click Pay (button).

2. If there are multiple invoices outstanding, click Pay (button) > Allocation.

   1. Check the invoice that the Customer is paying the deposit for (the other invoices should automatically be unchecked, however, if they are not click Clear (button) that is next to Select (button).

3. Select a Payment Method on the dropdown list showing a payment method.

4. Delete the amount in the block below the Payment Method. 

5. Type 50 in the block you just cleared (assuming a 50% deposit).

6. Check the block next to %.

7. At the bottom of the screen, there is a list of invoices. For each invoice that is checked, overtype the amount in the Pay column to match the amount being paid.

8. Click Add (button).

9. Click Done (button).

10. Confirm the payment on the popup.

How to Calculate Change

1. Open the Customer Payment Interface, through a Customer Invoice, Age Analysis, or from the Menu. (The Menu option requires you to fill in the Customer details.)

   • Note: The first two options will fill in the Customer details. With the Menu option you must first select the Customer, then click Save (button) to show the outstanding invoices.

2. Click Pay (button) > Allocation (or any of the options that preselect invoices).

3. Select Cash as the Payment Method.

4. Select the invoices that are being paid by clicking their checkboxes on the list.

5. Type the payment amount in the block below Cash.

6. Click Add (button).

7. The Change will be shown in red.

8. Click Done (button).

9. Confirm the payment on the popup.

How to Receive a Tip

1. Open the Customer Payment Interface, through a Customer Invoice, Age Analysis, or from the Menu. 

   • Note: The first two options will fill in the Customer details. With the Menu option you must first select the Customer, then click Save (button) to show the outstanding invoices.

2. Click Pay (button) > Fixed Amount.

3. Select a Payment Method.

4. Select the invoices that are being paid by clicking their checkboxes on the list.

5. Type the payment amount in the block below the Payment Method. 

   • Note: This payment should exceed the value of the invoices selected.

6. Click Add (button). 

7. The Change will be shown in red.

8. Select Tips as the Payment Method.

9. Type in the tip amount in the block below Tips.

10. The Change will be reduced by the Tip amount.

11. Click Done (button).

12. Confirm the payment on the popup.

    • Note: The tip will not show on the Customer's Account.

How to Delete A Customer Payment

1. Navigate to the Customer Ledger (Main Menu > Accounting > Ledger > Filter = Customer Account)

2. Select the applicable Customer next to Account.

3. Select the date of the Customer Payment.

4. Click View (button).

5. Find the payment on the Ledger and double-click it to open it.

6. On the Customer Receipt, change the Status to Pending.

7. Click Save (button).

8. Click Clear (button) in the Allocation block (bottom left).

9. Click Delete (button). 

Related Topics

• Reference: Customers

• Reference: Customer Payments

• Setup Tutorial: Customer Payments