The Payment options found on a sales order or invoice are used to set the terms or process any payment. The only Payment terms options without processing a payment is Cash or Charge. Down payments or cash payments can be processed using a variety of payment options such as Cash, Check, Credit / Debit Card, or Gift Card.
Click on the Charge button if the invoice is not paid at or before the time the invoice is processed. Select the appropriate Discount and Due terms. To change the Discount terms, take the following two steps:
Set the proper discount template by clicking on the right arrow button to the right of the discount field. A drop-down list will display all the discount options. If no discount is offered on these sales orders, set the entry field to (none) and ignore the second step.
After a discount template is selected, discount detail will need to be entered. For example, if the __ % paid in __ days template is chosen, the discount percentage and the number of days in which the customer is allowed to take the discount must be entered.
Set the Terms for this sales order by completing the following two steps:
Set the template entry by clicking on the right arrow and selecting one of the options. If this field is set to (none), the customer will be issued an invoice with no terms. The most common terms template is Net __ days. Complete this entry by setting the days as shown in the next step.
The template may require term details such as a date or number of days. For example, if Net __ days template is selected, the exact number of days must be set to complete due date terms.
Use the Charge option if the customer has Cash terms but the payment cannot be processed at the same time as the invoice. Select the Due on Receipt or Collect on Delivery options as shown below:
The only other term option without processing a payment is Cash terms as shown below:
Click on the Clear button within the Charge terms option to change the terms of an order to Cash. The software will set the Payment terms to Cash when a new invoice is created unless the customer's terms are set to Default to Charge. Click on the Terms tab of the customer to view or set the Default to Charge option.
A payment can be applied to the sales order as a down payment, processed as a cash payment at the time the invoice is processed, or paid on account after the invoice is processed. All three methods use the same Payment options although the process options change.
The Payment options include the following options. Each option requires specific information to complete the Payment process.
Cash - The system will calculate the proper Change if the user enters the amount of Cash Received. The Amount Applied will default to the balance due on the invoice or sales order. This amount can be changed to process a partial payment or to split the payments between different payment types. The proper Cash Account must be selected.
Check - Enter the customer's bank Check #. Select the appropriate Cash Account. This account may or may not be the same as the Cash Account set within the Cash Payment option. The Amount on Check will default to the balance amount due on the invoice or order. This amount can be changed to make a partial payment. The appropriate Cash Account can be set so the user does not need to change this option. Review the Sales > Invoices > Cash Accounts, Deposits, and Reconciling Cash section for details.
Credit / Debit Card - Enter the Card #, Expiration Date, and optional CW code found in the back of the card. The credit card type will be set automatically if the credit card gateway is installed. This option can be selected automatically by swiping the credit card using a standard card swipe. Review the Payment Card Processing section of the Point-of-Sale documentation for more details on processing credit cards.
Gift Card - The gift card option is not an option at this time. This option will be available in a future version.
The Charge option does not process a payment. Only use this option if the invoice is being processed with terms.
Use the Clear button to clear any payment information.
Payments can be divided between Payment methods by selecting a method, changing the payment amount, and then selecting another method. For example, in the order shown below the user completed the following steps to pay the invoice using a check and cash:
Clicked on the Check tab.
Changed the Amount of Check to $50.
Clicked on the Cash tab to pay the balance in cash.
The system can process 3 types of payments from the inventory window: down payments, cash sales, and applying payments to outstanding invoices. These 3 options depend on the state of the document and the menu option selected by the user.
Down Payments - It is possible to record a customer's down payment on a purchase before processing a sales invoice. This feature is useful when a customer puts a deposit on a purchase or if a payment needs to be recorded before the sales invoice is processed. Perform the following steps to record a down payment on a sales order or unprocessed invoice.
Select the Payment method as described in the previous section.
Enter the amount of the down payment into the Cash Received, Amount on Check, or Payment amount within the Cash, Check, or Credit Card options.
Select File > Save and Down Payment from the invoice menu or press Ctrl + S on the keyboard to open the following process dialog.
Verify the Payment Date and click OK to complete the down payment process. Selecting the Clear all payments will void any Payment methods and information.
Cash Sales- cash sales are common in a point-of-sale environment. Complete the following steps to process the invoice and payment simultaneously.
Select the cash Payment method as described in the previous section.
Verify the Payment information.
Select File > Process, Pay, and Print from the main invoice menu or File > Process and Pay to process the sale without printing an invoice. A common shortcut is to hit CTRL + P to process the invoice and payment.
Payments received on account.
Open an outstanding invoice. Note that this option can only be completed using an outstanding invoice.
Select the cash Payment method as described in the previous section.
Enter the amount of the payment.
Select File > Save and Pay from the main invoice menu.
Review the Sales > Customer payments > Processing Payments section for more details on processing payments. The most common method to record payments on account are done using the Vendor payments window. Review this section for details on the Vendor Payments window.