Processing Payments for Specific Invoices

You can easily process payments over the phone or in person for ReceivablesPro invoices. Watch the following one minute video tutorial to see how it’s done. Detailed step-by- step instructions are provided below.

1. Locate the invoice for which you want to collect payment in the Invoices table.

• The easiest way to do this is to filter the table by Customer. (See Filter by Customer above for instructions.)

2. Click the Action button then click the “Collect payment” link, as shown below:

   

    

3. A collect new payment screen opens, with the customer loaded, the Invoice number field populated with the appropriate invoice number, and the Payment amount field populated with the total balance due for the invoice, as shown below:

   

    

   EARLY PAYMENT DISCOUNTS, LATE PAYMENT FEES, AND PARTIAL PAYMENTS If an invoice for which you are collecting a payment has either an incentive or penalty active, or if there have been any partial payments made against the invoice, there will be an accounting line located above the Payment amount field that shows the Balance due calculation. For example, in the screen capture below the Past Due invoice Amount is $100, the Late Payment Fee is $20, and a $10 payment has been made, making the Balance $90.00.

4. If your customer is making a partial payment, you can lower the Payment amount to the amount of the installment being paid. Otherwise, leave this field as is.
   NOTE: You will be able to edit this field even if you do not have partial invoice payments enabled for your ReceivablesPro system. If you enter a partial payment, after clicking “submit” you will see an error message informing you that partial payments are not permitted for your account. After acknowledging the error you will be returned to the Collect Payment screen where you will need to enter the full amount of the invoice in the Payment amount field to successfully process the payment. (Note that you’ll need to do this from memory as it will no longer be displayed on screen.)
   
   NOTE: If you enter a partial payment for an invoice on which an Early Payment Discount is active you will remove the discount opportunity.

5. The Payment type field will be filled with “One-time payment” and you will not be able to edit this value.

6. The Payment date field defaults to the current date. Leave this as is to process the payment immediately.
   NOTE: You can select a future date for the payment. See Scheduling One-Time Payments for a Future Date in Chapter 4 for details on how one-time payments for a future date are processed by the system.

7. In the Choose A Payment Method section, select echeck (ACH) or Credit card, and then select the account to use or enter a new one. (See Entering One-time Payments in Chapter 4 for instructions.)
   NOTE: The default account for the Payment Method will be automatically selected.

8. Make any modifications necessary to Email receipt and failure notifications. (See Entering One-time Payments in Chapter 4 for how to do this.)

9. Click the “collect payment” button. (If there are any errors, you will be prompted to correct them at this point. After making required changes, click the “collect payment” button again.)

10. You are returned to the manage invoices screen with a success message at the top of the table and the status of the invoice changed to “Paid” or “Paid (partial)” in the Invoices table as shown below:

    

     

11. If you click the linked Inv. # to view the invoice, the Transaction ID for the payment will be noted in Invoice History. Click the linked Transaction ID to view Transaction Details.

    

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