Payments
Manage all aspects of your cash receipts, efficiently and effectively. Record, view and update payments, create credit memos and process refunds when necessary and be able to accept multiple payment forms and set up auto-pay for all those invoices that you have previously generated. With our payments module, we make it easy.
Process ACH and Credit Cards payments directly through platform.
Keep customer's payment methods on file for future use.
Void and Refund payments.
Track transaction summary and logs.
View Cash Receipts each day to stay in balance.
You can associate a bank account when applying a payment. By default, the system will use the Bank Account associated with the Organization or Publisher tied to the company or payment processor. But you can choose to override the bank account for report purposes.
Set the number of days your payment link is live for your customers to pay their invoices without having to log into client center. Any payment made through the payment link will be made by an anonymous user. Once the link expires, the customer will get an error message that the link expired and they must login.
You can resend the email to reactivate the link
Automatically pay open invoices if a valid payment method(s) exists and the invoice is due. The system will process the payment the day of the due date if there is an open balance. The payment method must be associated with the invoice. If there is no valid payment method associated with the order when you create the invoice, you will need to add the credit card to the order.
If you receive a payment for more than the amount due on an invoice, you can either have the extra amount pay off open invoices or go to the company's cash account. If there are no open invoices, the system will put any extra payment to the cash account.
If you add pre-pay discounts to orders, you must choose how you want to discount the order. You can either apply a discount or apply a credit memo.
A discount will apply to the line items and reduce the sales value of the item directly. You can see all the pre-paid discounts under the discount report.
A credit memo will not change the value of the add but will apply a credit memo for the value of the discount. You will see the credit memo's in your credit memo reports and as an adjustment in your sales reports.
For your customers to receive a pre-pay discount on their order, you must select the criteria they have to satisfy. The customer either needs to pay before the due date of the invoice, 7 days before the press-in home date of the first issue on the order, or by the first material due date on the order. If the customer doesn’t pay the order before the set criteria, the discount will no longer be eligible on the invoice.
This configuration must be set to ‘yes’ in order for the Early Payment Discount to be applied. None of the other Early Payment Discount configurations will be relevant if this configuration is set to ‘no’. When set to yes, all invoices in your system that meet the criteria set in the other configurations will have show a discount until no longer eligible. The system will automatically generate a credit memo and apply the credit memo to close out the invoice.
The value entered in this field is the percentage that each invoice gets discounted if the customer pays early. For example, if you enter 10 and the invoice is for $1,000, the customer will only have to pay $900; the rest of the invoice will be paid via credit memo.
The value entered for this configuration sets a minimum amount for an invoice to qualify for the discount. For example, if this configuration is set to $1000, then an invoice that totals $999 will not receive the discount, even if it meets the other criteria; this setting can be helpful if you only want discounts applied to large invoice amounts.
Enable automated calculation of Invoice late fees. You must create an Invoice Fee type and assign it to the late fee method for this configuration to work. The system will automatically apply the late fee method based on the method settings.
You can either have late fees applied directly to an invoice or have the system create a special invoice to capture all of the customer late fees for the month. Creating a special invoice for late fees will mean your invoices won’t change if a late fee is applied. You should already have your late fees set up.
When an invoice is past due and qualifies for a late fee, the system will automatically create a special invoice. The invoice note will say ‘Automated late fees for the month of ….”.
You can edit the special invoice to see the list of invoices that are past due.
Your original invoices will not be affected by the late fees. If you are using GL locking, it is recommended you enable this feature.
Invoice late fees are calculated as soon as the invoice is past due. You can enter in a number of days to give a grace period for customers before the fees will kick in. For example, if you set the grace period to 10 and an invoice was due on the 1st, the system will start calculating late fees on the 11th.
Invoice Fee methodology for automated Invoice late fee calculations. You must create a late fee and assign it for the automated late fees to work. You can only have one late fee used for automated late fees. You can manually apply late fees and late fee types.
Enable automated calculation of late fees on special invoices. By default, special invoices do not incur late fees. You must enable automated late fees before you can use this feature.