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Payment System

Ian Alexander
  • Updated

The payment system within the application has the following functionality out of the box.

Options for taking payment

Standard payments on Invoices

Simply click Take Payment on an Invoice to take payment.

 

Partial payment from Invoice

Clicking Take Payment on an Invoice and applying an amount less than the total balance due.

 

Over payments for Invoice

Allows you to take over-payment and apply remainder to Customer record as credit. After taking over-payment, you can apply the credit by going to the Customer's page > Payments section, and Apply the remaining Credit. In the example below, the Customer owed $32.85, and paid $100.

 

Split Payments / Apply payments to multiple Invoices

A Customer record can have multiple open Invoices. When the Customer makes a payment, you have the option to split the payment towards the different balances on the Invoices on tied to their record. Checking any given box will automatically add the full balance of the invoice to the respective “Amount To Apply” textbox. You can also select the box next to "Received" to apply to all the invoices listed.

For partial / Split Payments: You can track un-settled payments in Admin > Reports > Un-Settled Payments.

 

Quick Payments

Quick payments are generally not recommended for non-Admin users. However, this feature allows you a way of marking an invoice as paid with a single click. It creates an automatic quick payment on the invoice. Generally it is recommended that you apply payments through the payment form and capture the payment type. Please note that Quick Payments also do not prompt for closing a ticket.
The Quick Payments feature automatically uses the first Payment Method with Payment Type 'Quick'. Quick Payments can be disabled under Invoice Settings

 

Store Credit and Customer Credit

Store Credit in the app works sort of like you might think of a gift card, or deposit payments.
For more information, refer to our Store Credit and Customer Credit Article

 

Taking Deposits

The payment system also supports Deposits. For more information, refer to our Deposits Article.

 

Refunds

Please refer to our Refunds article for more information.

 

Editing Payment Methods

You can adjust your payment methods in Admin > Payment Methods.
The first payment method in the list that has Payment Type 'Credit Card' is the one that will be used when customers pay through the customer portal.

 

Processing "Bad Debt"

Bad Debt happens when a customer refuses to pay for an invoice. In order to track the unpaid invoices, you will need to create a payment method called "Bad Debt"

Click the Green "New Payment Method" button located in ADMIN > PAYMENT METHODS 

Once that is done process the invoice as you would any other invoice but use the "Bad Debt" Payment method this will mark the invoice as paid and give you the ability to track these types of invoices.

 

Taking Cash Payments

Via the POS module:

Once you have the proper items in your cart, click the green "Cash" button to take a cash payment from the POS.

The total will be displayed, and you can enter the amount of cash that the customer gave you in the "Amount Provided" box.

The app will calculate the change needed to give to the customer and will display this in green text after the word "Change:".

Via an Invoice:

Once you have the Invoice details page up, click "Take Payment" to take a payment on that invoice.

Select "Cash" for the "Payment method" drop-down menu.

The "Payment amount" box is how much of the given cash you want to apply to the invoice. If you want all of the cash given to apply to the invoice, enter in the total for the invoice here.

You can enter the amount of cash that the customer gave you in the "Amount Tendered" box.

The app will calculate the change needed to give to the customer and will display it after the word "Change:".

 

Expiring Payment Profiles Reminders

Allows you to create Expiring Payment Profile Reminders to automatically email your customers when their stored payment profile is expiring. Head to Admin > Invoices - Expiring Payment Profile Reminders to create a new reminder.

Next, click the New Reminder button to create a new reminder OR edit an existing reminder in the table list.

When creating a new Reminder or editing an existing reminder, you have the following fields:

Name: Name the reminder

Expring in # days: Number of days before Credit Card expires that this reminder will send out

Cc email: Add an additional email address to copy someone

Email Message: You can customize the look and feel of the message like other templates using the available tags

You can set up multiple reminders that will send X days before the card is set to expire. Credit cards expire on the last day of the month, so we use the last day of the month as the expiration date. Each Reminder will trigger once and only once per stored payment. Updating the name or expiration date on the stored card does not change this, you will need to delete the card and resave it in order to trigger another Expiring Payment Profile Reminder. 

Please note: 

  • Expiration date is based on what is shown in the UI (and not based on the actual card). So if you store a card that expires 08/19, but save the card as 07/19, we will use 07/19.
  • We default to the current month and year when adding a new card.  A customer in the customer portal cannot edit this date once they set one up. 
  • If you do not specify an expiration date, the reminder will not be sent out.
  • The expiration date on a card will be saved automatically for Authorize.net (since they send us that info back), but other payment gateways will not. 

Internal Notifications:

You can also create 15, 30, and 60-day internal reminders that stored cards are expiring in the notification center. 

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