Entering Payments / Deposits

How to enter a deposit or a payment on an invoice?

Directly from a Work Order

If you are taking a deposit or any payment, full or partial, on a work order:

  1. Click the grey Post to Invoice side bar button on the work order.
    A dialog box asks if you wish to just Post Only or print a summary as well. Decide which. The Line Item Entry screen of the invoice will appear.
  2. Click Enter A Payment button near the bottom left.
  3. In the Amount field type in the amount the customer is paying.
  4. Choose the appropriate Tender.
  5. Click any of the 5 DONE buttons.
    The Done button will exit this screen and return to invoice form view. It also runs a script to remove products from inventory, update totals & total balance due, mark work orders as “Posted”, enter artists to the customer’s record and update all related files.
Directly on an New Invoice
  1. Click New Invoice button, upper right hand corner of Invoices file
    or
    from the Main Menu >New Invoice.
  2. Enter your items.
  3. Click Enter A Payment button near the bottom left.
    The Amount auto filled will always be the total amount required to pay the invoice in full.
  4. In the Amount field type in what the customer is paying.
  5. Choose the appropriate Tender.
  6. Click any of the 5 DONE buttons.
Directly on an Existing Invoice
  1. In the Invoice file, navigate to the required invoice by using the Find button and entering the invoice number or use the Contacts file > Invoices tab > arrow at end of row takes you to that invoice.
  2. Click the Data Entry button. Data Entry
  3. Click Enter A Payment button near the bottom left.
    The following dialog box appears.
    Enter A Payment Section Form View
  4. The Date field will auto fill to today’s date. If manually typing in the date, enter it as MM/DD/YYYY.
  5. Change the Amount field to the deposit/ partial payment.
  6. Choose the type of payment. This Tender field displays a selection pop-up list.
    This is a mandatory field and MUST contain a value. The items in the list can be modified using the Edit… feature at the bottom of the list. Dollar values on the Payment Report are grouped together based on the selection of the Tender field. When a non-taxable deposit is applied to an invoice, FrameReady automatically enters the Tender as “Deposit”.
  7. The Reference Number field can be used to record a check number, credit card authorization number, gift certificate number, or store credit, etc. Up to 5 digits of this field will display on the printed one-part invoice.
  8. Click any of the 5 DONE buttons.
    The Done button will exit this screen and return to invoice form view. It also runs a script to remove products from inventory, update totals & total balance due, mark work orders as “Posted”, enter artists to the customer’s record and update all related files.

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Posted on Bert de Roo in Invoicing Procedures