Using Customer Payments

Web Page Sales Acc Customer Payment Snapshots

Customer Payments have three purposes:

  • Record the balance of the payment received together with the associated payment method.
  • Track and apply the balances of any unused credit or payments.
  • Allocate balances from Customer Credit Notes.
 

New Payments

In Salesorder, Payments from Customers (receiveing payments) are recorded using the Customer Payment Document.

A Customer Payment Document is a Posting Document. Posting documents post their values to the relevant Accounts when saved or edited.

Ref #s of Customer Payments documents normally have the prefix CP.

A payment can be received in the following ways:

Use Cash Sales

To receive a Payment from Customer, go to:

SALES > Payments from Customers > +

Use Customer Master

To receive payments against multiple invoices, go to:

SALES > Customers > Select Customer > Actions > Receive Payment

Use Sales Invoice

To receive payment against a single invoice, go to:

SALES > Sales Invoices > Select Invoice > Actions > Receive Payment

All Customer Payment Documents can be viewed in the following ways:

  • SALES > Payments from Customers > List all Payments,
  • BANKING > Money In,
  • BANKING > Bank Accounts.

Transactions on Customer Payment

Transaction More information
Refund Refer Using Customer Refund
Receive Payment Without Processing Manually update the status of the Customer Payment to Received and post the value to the Ledger.

Customer Payment Document: Configuration

To configure Customer Payment Document, go to:

SETUP > Configuration > Customer Payment Receipt

The following configuration options are available:

New Template

You can create new Customer Payment (Receipt) Document templates using this option.

Templates enable you to customize the layout of the document when its being printed.

For more details on how to use templates, refer Setup Document Template
General tab

Default Receipt Template

Using this option you can choose a template for the Customer Payment (Receipt) document.

This template defines the layout of the Customer Payment document when its being printed.

Salesorder app provides a default Standard template.

When you create a new template using the New Template option as discussed above, the newly created template will also be displayed in this dropdown field.

To learn more about how to use templates, refer Setup Document Template

Customer Payment Document: Reference

Fields in first Section

Ref # A unique identifier for the document.
Received from Customer Name
Date The date on which the payment from Customer was received.
Status New: Default status when creating a new Payment.

Not Received: In case a payment processor fails to acknowledge the payment transaction successfully, this field is set to Not Received.

Received: The Staus field is updated to Received:
  • When the payment processor successfully processes the Payment.
  • When a user performs Receive Payment Without Processing action. Refer to Customer Payment Document: Settings section.
Owner The user creating or owning this document. See Using Owners
Customer Balance Amount owed by the Customer.
Currency The Currency in which this Document is presented. See Using Currencies
Exchange Rate The exchange rate applied to the relationship between this Document’s currency and the base currency of your general ledger. See Using Currencies.

Fields in Payment and Credit Section

Amount Paid The amount paid by the Customer.

This amount will automatically be added to the balance in the Unused Payment field on the Invoices tab which will be adjusted when payment allocations are done.
Available Credit This amount is a total of any outstanding credit notes.

When you allocate credit to an invoice, this field will be adjusted accordingly.
Tabs

Invoices tab

Displays a list of current and unpaid Sales Invoices along with Unused Payment and Unused Credit fields.

Unused Payment: Initially this field will have the same value as the Amount Paid field above.

As payments to invoices are allocated, this amount will decrease accordingly.

Unused Credit: Initially this field will indicate any credit that is available.

As credit is allocated to invoices, this amount will change accordingly.

If not all the credit is used, this field will retain the residual value for future allocation to new invoices.

The Sales Invoices table is discussed below:

Sales Invoice table under Invoices tab
Column Description
Checkbox Include the balance due on this Invoice in the sum total of the Amount to Pay (last row).
Date Tax date of the Sales Invoice.
Ref# Invoice number.
Customer Ref Customer Purchase Order number.
A/C Memo A note to the General Ledger.
Original Amount The original balance invoiced.
Balance Due The outstanding amount.
Discount You can set a payment discount using this field. This will change the value in Amount to Pay field.

Set the document in Edit mode and click on the pencil icon to edit this field. A popup window with the following details are available:

  • Payment Date: Tax date of the Sales Invoice.

  • Due Date: Payment due date.

  • Terms: Payment terms applicable for the the Customer.

    To check this, go to:

    Sales > Customers > Select Customer > Profile tab > Trading Information section > Terms

    To learn more, see Using Payment Terms

  • Discount for Terms: If early payment discount is defined under Payment Terms then the exact discounted amount applicable will be calculated and displayed in this field.

    To check this, go to:

    Accounting > Payment Terms > Select the Terms set for the Customer > Early Payment Discount section.

    For example: If an early payment discount of 10% is defined for payment within 10 days of issue date against an invoice amount of $2000, then Discount for Terms field will show a value of $200 within 10 days of the invoice/tax date.

    To learn more about payment terms, see Using Payment Terms

  • Account: Select the GL Account where the discount has to be posted in the General Ledger. e.g. Sales Discounts under Income in the GL.

    To set the default account for Customer Discounts, go to:

    SETUP > Configuration > Accounting > Accounts > Edit > Default Accounts section > Customer Payment Discounts

  • Class: Select a class in case classifications are defined. Refer to Using Classifications

  • Discount to Apply: Actual discount amount applied and posted to the GL. This value cannot be greater than the Amount to Pay(Invoice Amount) field.
Charge From an accounting perspective, this field allows you to put a portion of the amount that is being paid to a different account.

This reduces your work in terms of making manual journal entries once payments are received.

This does not change the value in Amount to Pay field.

For eg. If Amount to Pay(invoice amount) is $1000 and you pay 2% of the amount i.e. $20 as payment gateway charges, then using the Charge field you can put $20 in an expense account and remaining $980 in an income account.

Set the document in Edit mode and click on the pencil icon to edit this field. A popup window with the following details are available:

  • Account: Select the GL Account where the charge has to be posted in the General Ledger.

    e.g. Bank charges or Card Charges under Expense in the GL.

    To set the default account for Customer Charges, go to:

    SETUP > Configuration > Accounting > Accounts > Edit > Default Accounts section > Customer Payment Charges

  • Class: Select a class in case classifications are defined. Refer to Using Classifications

  • Charge to Apply: Actual charge amount to be applied is defined here. This value cannot be greater than the Amount to Pay(Invoice Amount) field. This is the value that gets posted to the GL.
Amount to Credit From a credit note or unused payment.

This field is editable.
Amount to Pay The amount to be applied to this Invoice.

This field is editable.

Allocate Credit tab

This tab displays a list of all the available Customer Credit Notes:

Column Description
Checkbox Include the balance due on this Invoice in the sum total of the Amount to Pay (last row).
Date Tax date of Credit Note.
Ref# Credit Note number.
Original Credit The credit amount when the credit note was issued.
Credit Available The credit amount available for use.
Amount to Allocate The credit amount to be allocated to the invoices selected in the Invoices tab.

This field is editable.

Payment Method

This tab is used to record details about the payment made by the Customer.

Payment Method: Payment method used by the Customer to make payment.

By Credit Note and/or Unused Payment only

Use this option, when there is no payment, and you just want to apply an Unused Payment or Credit balance to outstanding Invoices.

Credit Card

Check Deposit to box, select bank account and enter cardholder details.

Check

Select Deposit to box, select To Accountand enter check number in Reference field.

Cash

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

e-Check

Select Deposit to box, select To Account, enter details in Check Number, Account Number, Transit Number.

Direct Debit

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

Standing Order

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

IBAN

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

Electronic Transfer

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

ACH

Same as e-Check.

Other

Check Deposit to box, select To Account, enter details in Reference & A/C memo, fields.

Payment Processor: Payment Processor used for this Payment.

Salesorder app supports the following third party card processing systems -

Integrating a new card payment system, other than the ones listed above, takes up to 4 weeks, design, development and testing.

Contact support@salesorder.com for more details.

Process Status: The status of the Payment Processing.

The values are:

Not Processed: No action (authorisation | capture) taken.

Accepted: Payment has been accepted.

Rejected: Payment has been rejected.

Reference: A unique reference or ID such as the check number or card transaction number.

Filling in this field with the unique number that appears on your bank statement will make reconciliation of your bank account simpler.

Deposit to: If this field is checked, then the amount paid will be recorded into the account you specify in the To Account field.

If this field is unchecked, the amount paid is recorded in the Non-Deposited Funds account, which can then be deposited into a Bank Account at a later time. Refer to Bank Deposits.

To Account: Specify which account the amount has been paid into.

Use this option, only when the amount has been paid directly into an account other than Non-Deposited funds.

Notes

You can add notes to the document. To learn more, refer Using Notes

Classification

Refer Using Classifications

Customer Payment Document: Settings

The document settings are available when creating | editing | viewing a Customer Payment document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Save the Customer Payment document. Saving this document posts values to the Accounts Receivable Ledger (Sales Ledger).

Edit

(available in View mode)
Using this setting, you can switch the document to edit mode.

Process Payment

(available in
Create mode)
Process the Card or ACH Transaction. It fires the payment transaction and saves the Document.

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Customer Payment document-

Create Refund

You can create a Refund Document using this option. To learn more , refer Using Customer Refunds

Receive Payment Without Processing

In case of a technical issue, when receiving a payment via Payment Processors like Paypal, the user can check the status of the payment(offline) and use this option to manually update the Payment Status to Received.

This action will also post the corresponding value to the Ledger along with updating the Status field.

Show Account Entries

You can view the associated credit and debit entries in the General Ledger.

You can also view the various accounts to which the values are posted.

Show History

You can view the complete history of the changes on the document and who has performed them.

Show Processor Log

When a payment is made using a Payment Processor, e.g. PayPal, the processor returns information relating to the payment that may be useful.

For e.g. , if the payment failed you may want to know the reason for failure, or you may wish to know the unique transaction identifier assigned by the processor.

Your system records the information returned for each payment transaction in the Payment Processor.

You can view the Payment Processor log using this option.

Void this document

Documents can be voided to imply that they are not in use. It is a soft delete.

Voided Documents remain in the system and are set to Void status. You can still search for the document on the app.

Once a Document is voided it cannot be edited or changed in any way (you can attach a Memo though).

It will also remove the corresponding entries from Sales Ledger.

Delete

This option permanently deletes the Document from the Salesorder app.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)
You can print Customer Payment document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Sales Invoice document.

Email

(available in
View mode)
You can send emails directly from the Customer Payment document. The email message will automatically include the Customer Payment document as a PDF attachment.

  • Blank Message
  • You can compose and send a custom email using this option.

  • Payment Received
  • You can send an email to the Customer to acknowledge payment received.

To learn more, refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

In this article

Was this helpful?