Customer Payments

Overview

BOS Enterprise includes a Customer Payments' module that allows users to capture part or full payments directly from Customer Invoices, Customer Age Analysis, or from a Menu option. This module is ideal for point-of-sale systems.

Navigation example: Main Menu > Accounting > Customer Payments

Table of Contents

Settings

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• Payments > Transaction Type - Customer Payments: Select the transaction type used for customer receipts (e.g. Customer Receipts) from the dropdown list in the Value column. 

Transaction Settings

Navigation: Main Menu > Setup > Settings > General (tab)

Add the following setting to Customer Invoices and check the checkbox in the Value column:

• Payments > Enable Customer Payments

Add the following setting to Customer Receipts (as selected under General Settings):

• Payments > Payments - Item ID - Cash: Type in the Item ID in the Value column (e.g. 2862). See Setup Steps below.

• Payments > Payments - Item ID - Change: Type in the Item ID in the Value column (e.g. 2863). See Setup Steps below.

Setup Steps

ℹ️ Customer Payment options are created as Items. Because an item needs a Category, the first step is to create a new Category. Thereafter, the payment option items can be created.

ℹ️ If you receive cash, create two items, one for cash and one for change. Fill in their IDs in the Transaction Settings (see above). 

ℹ️ See Customer Payments Setup Tutorial for detailed instructions.

1. 1. Add a Category (Main Menu > Items > Items > Menu (button) > Edit Categories). For example:

      1. Category Name = Payments.

      2. Category ID = 77 (Your ID number will be different, make a note of it. If the field is hidden, use the Field Chooser (*) and select ID to display it.)

      3. From the right-click context menu select Set default Tabs  and check Accounting.

   2. Add Items for all the different ways customers pay (e.g. Card, PayPal, Cash, EFT). For example:

      1. Category = Payments

      2. Description = Payment method (e.g. Cash, EFT).

      3. Type = Other

      4. Add Accounting = Select the applicable bank account.

   3. If customers pay in cash, also create an item for Change:

      1. Category = Payments

      2. Description = Change

      3. Type = Other

      4. Add Accounting = Select Cash.

   4. Link the Category to the Customer Receipts transaction (Main Menu > Setup > Transactions > Transaction Types (tab)).

      1. Edit Customer Receipts.

         1. In the Items & Inventory section, scroll down to Category filter - (e.g. [not] in (2,3.4) and enter 77 (replace 77 with the ID of your Category from Step 1.2).

         2. Uncheck Accounting for the Pending Status (Main Menu > Setup > Transactions > Status (tab)). 

   5. Add Customer Receipts as a Menu option (optional).

      1. Edit the Menu Group you want to add Customer Receipts to (e.g. Accounting).

      2. Click Add Menu Items (button):

         1. Click the Fixed radio button.

         2. Find and click Customer Payments then click Add (button).

Customer Receipts Interface from a Transaction

Navigation Example: Main Menu > Accounting > Customer Invoices > Double-click to open an invoice > Pay (button)

Buttons Explained: Top Row

• Output: Available upon request.

• New: Creates a new Customer Receipt.

• Save: Saves any changes.

• Done: Completes the receipt.

• Cancel: Warns that the receipt will be deleted and closes the popup.

Status Bar Explained

• Set CR Status: A dropdown list to select a Status for the Customer Receipt, and a field to type a Status Note.

• Set CI Status: A dropdown list to set the Status of the Customer Invoice or leave it unchanged.

Fields Explained: Header

• No.: The system-generated number for the receipt.

• Date: The date of the receipt (defaults to today).

• Customer: The name of the Customer.

• Contact: The customer's Contact Person.

• Reference: Displays the Reference and Note that is on the Customer Invoice from which the Pay (button) was accessed.

Buttons Explained: Below Header

• Pay: Provides a dropdown list of these Payment 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 a fixed payment amount.

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

• Dropdown next to Pay (button): Provides a dropdown list of payment methods for users to select one.

• Amount ◻️ % : Displays the amount that will be paid. This amount can be changed. If the % block is checked, users can type a percentage in the amount field to calculate how much the customer must pay (e.g. type 50 to calculate how much deposit the customer must pay if a 50% deposit is required).

• Add: Adds an additional payment for the same invoices (e.g. where a customer is paying part of the invoice in cash, and part of the invoice by card).

• Clear (next to Add): Clears all the amounts and selections.

• Select: Allows users to select the invoices to pay. Only available if Allocation is selected under Pay (button). 

• Clear (next to Select): Clears the selection. Only available if Allocation is selected under Pay (button). 

Fields Explained: Columns

• Field Chooser (*): Allows users to add or remove columns.

• TransID: The system-generated number allocated to the invoice.

• No.: The original document's number (e.g. Customer Invoice number).

• Date: The original document's date (e.g. Customer Invoice date).

• Total: The total amount of the original document (e.g. Customer Invoice).

• Outstanding: The balance still outstanding on the original document.

• Pay: The amount that the customer is paying.

Footer Explained:

• From: The Code and Number of the document that Customer Payment was accessed from.

• Currency: The Currency of the payment.

• Rate: The current Exchange Rate.

Related Topics

• Reference: Customers

• Tutorial: Customer Payments

• Setup Tutorial: Customer Payments