Account Payments

This article will show you how to enter received payments. You will also learn how to apply any existing credit to an account.

Topics included in this article

• Payment Methods Security

• Account Payments Menu

• Payment Process

Payment Method Security

Users can also define what payment methods are allowed for account and counter payments. This configuration is located in the 'System' area of browser configuration and is company-wide setting. Only the methods check will be available for selection in either the payment screen or accounts payments.

Account Payment Menu

How to get there

Expert: Program Menu > Accounts Receivable > Account Payments 
Elite: Accounting icon > Account Payments

Make Payment - This is the default option to make a payment on a customer’s account.

Apply Credits - This option is only available if the customer has a credit on their account. Selecting this option will allow you to apply existing credits to the customer’s unpaid contracts. After selecting this option, you will proceed to Step 8 below.

Correct Previous Payment - This option allows you to back out of a previously entered payment. A listing of all the payments for this customer will be shown. Click on the payment that you want to back out and the payment will be reversed along with any payments made on contracts. After selecting this option, you will proceed to Step 8 below. If this option is selected in an attempt to correct a deposit, a credit will be created and the deposit will still sit on the contract.

Payment Process

1. Enter your operator ID, and then press Enter.
    
2. Enter your password to access the payment screen. If you do not know the password or do not have a high enough-level password, you will need to contact your company’s administrator.
   
   
3. Select the customer account you would like to apply a payment to.
   
   
   
4. After choosing a customer, you'll then have the option to Make Payment, Apply Credits, or Correct Previous Payment. Select Make Payment.   
   
   
   
5. Enter the payment amount and method, and check or uncheck the Put into Drawer box. Then select OK.
   1. If you are correcting an account overpayment:
      • Enter the payment amount as a negative amount. You must also enter the payment type: check, credit card, debit card, cash, or credit memo. If the payment method is via check, the check number will be requested. If the payment method is via credit card, the credit card number will be requested. If the payment method is via credit memo, you must select the disbursement item to expense the credit memo.
        
        
      • Please note that the check box "Put into Drawer" will determine if payments will be placed in the cash drawer. The program must know this in order to update the cash drawer amount. There is a parameter setting to establish the default value for this. If you change the setting from the default value, you will be required to enter the Owner or Manager’s level password. Common practice will be to put payments into the cash drawer. You will not put payments in the cash drawer if your company’s policy is to make separate bank deposits for your received on-account checks.
           
6. If you are manually entering payments, skip to Step 8. If the payment amount can be applied in full to the oldest Closed contracts, you will be asked if you want to automatically apply the payment. If you answer Yes, then each of the oldest contracts will be paid in full until the remaining payment funds reach $0.00. If you select No, you can apply the funds manually. Continue to step 8.
       
7. If you are not using the Prompt Pay feature, go to the next step. If you have a prompt pay percentage entered in your parameters, you will be asked the discount amount you wish to apply.  
      
8. If you are manually applying or correcting payments:
   Each contract for the customer is listed, showing the status, open date, contract info, contract total, previously paid amount, and owed amount.
   
   
   
   • To pay a contract, click on the Owed amount for that contract.
      
   • To un-pay a contract, click on the Paid amount for that contract. 
      
   • To manually enter an amount less than the total owed amount, click on the Paying amount and type in the desired amount. If the customer has unused credits, you can apply them in the same manner; click on the Owed amount or manually enter an amount in the Paid column.
     
     
     • Please note that if you check the Show Completed checkbox, the completed contracts (closed and fully paid) will show for this customer. This will only be necessary if you previously paid off the wrong contract and needed to un-pay the contract. A new button will also be displayed labeled: Historical. Clicking this button will list all the customer’s historical contracts. You can click on any of these historical contracts to move them to the active status which will allow you to un-pay any of these contracts as well.
        
9. When you have finished applying the payment to the contracts, click the OK button. If you want to cancel the payment, click the Cancel button. If you have a balance in Funds Remaining, please go to the next step. If not, skip to step 11.
   
   
10. At the bottom right of the screen, the Funds Remaining displays the balance that was not applied to any contracts. The balance should be 0.00, unless you would like the remaining funds to be credited to the customer's account.
    
    
    
    • When a credit is created from an overpayment, you will be prompted to add a note which will be added to the contract info field. This will make it easier to identify how the credit was created in the Customer Dashboard, Invoices, and Statements. Press OK.
      
    • After the 'ok' button is selected, all of the contract modifications will be finalized.  There is a progress indicator so the user can track where the system is in that process.  This is useful when updating a loarge number of contracts that may not happen instantaneously.
      
       
11. You can then print, fax, or email the payment receipt to your customer. You can check multiple boxes so that you get a printed copy and the customer is emailed a copy as well. You will see a screen as follows:
    
    
    
    • Print to - With this option checked, a copy of the payment receipt will be sent to the selected printer.
       
    • Fax - With this option checked, a copy of the payment receipt will be faxed to the customer at the selected fax number.
       
    • Email - Checking this box will provide the customer with a copy of the payment receipt at the email address with receipt information listed in the subject line and email body. You can select an email address from the drop-down menu of all email addresses entered in contacts for this customer or you can type a new email address in the box.
        
12. You are then asked if there are more payments to be entered. If you reply “Yes,” then return to Step 1 above for the next customer.
       
13. Once you have finished making all the payments, you will be asked if you would like to print a summary of payments applied to each customer's account. Once you select Yes, and the summary prints, or No, you will be returned to the Program Menu.