Process Payments

 

Back Office >Accounts > Account Payments

 

Description

 

This menu item is used to match Payments/Credit Invoices to Invoices and add new Account Payments.

 

Process Payments

 

 

This screen is accessed from here.

 

Header

 

  • Account No. - Select to open the Search Accounts screen and select an Account for payment allocation.
  • Sub Accounts - Select from the drop down list either the Primary Account Only, or All Linked Accounts, or one of the Linked Accounts listed. Note : This option will only be enabled when the selected Account has Linked Accounts.
  • Last Payment Time - Displays the last date and time a payment was made.
  • Other Fields - Displays Address, Contact Numbers and Email for the selected Account.

 

Grid

 

Left Hand Side (LHS) of the grid

 

  • Account Payments - Displays unallocated Payments.
  • Account Credit Invoices - Displays unallocated Credit Invoices. For further information see below.

 

Right Hand Side (RHS) of the grid

 

  • Unpaid_Account_Invoices - Displays unpaid Invoices.

 

Match Payments to Invoices

To match Payments/Credit Invoices to Invoices select a Payment/Credit Invoice on the left hand side by clicking on it and highlighting it. Now select an Invoice to match it with on the right hand side. As a result of matching the amount fields will change according to the matching. If a Payment/Credit Invoice and Invoice totals match then the Payment/Credit and Total Charge amounts will display as zero. If the Payment amount is larger than the Invoice amount then the Payment Amount will display the difference and can then be applied to another invoice. Note : After matching a Payment/Credit Invoice with an Invoice ensure Save is selected before another match can be made.

 

Auto Allocate Payment - Select to invoke the auto allocate payment feature which will attempt to match the selected Payment (LHS) to the matching Invoice (RHS) that has identical amounts. Note : This feature will need to be enabled here prior to using it.

 

Auto Allocate Credit - Select to invoke the auto allocate credit feature which will attempt to match the selected Invoice Credits (LHS) to the matching Invoice (RHS) that has identical amounts. Note : This feature will need to be enabled here prior to using it.

 

Footer

 

  • Reset - Select to clear the screen.
  • Add New Payment - Select to open the Member/Account Payment screen below to record a payment.
  • Save - Select to save changes.
  • Close - Select to exit.

 

Back Office Member/Account Payment

 

 

This screen is accessed from here. This screen allows Account Payments to be made from SwiftPOS Back Office. Once the Payment has been created it will then appear in the Member/Account Payments part of the Process Payments screen above. It can then be matched up with the appropriate unpaid Invoices. To create an account payment do as follows:

 

  • Payment Date/Time - Select from the drop down calendar the payment date.
    • Lock/Unlock Date/Time - Toggle select to Lock/Unlock the Date/Time selected.
  • Terminal ID - Select to open the Search Terminals screen and select a SwiftPOS Touch Terminal.
  • Location Name - Displays the Location the selected SwiftPOS Touch Terminal assigned to.
  • Sales Person (Clerk) -  Select to open the Search Clerks screen to select a Clerk/Staff Member.
  • Member/Account  -  Select to open the Search Accounts screen to select an Account/Member.
  • Media Type - Select to open the search Media screen to select a Media.
  • Payment Type - Select from one of the following options:
    • Normal Payment - Select to make a normal Account payment.
    • Reverse Payment - Select to reverse
    • Adjustment -
  • Payment Amount - Enter the either the normal or adjustment payment amounts. For Reverse payments select from the drop down list of Receipts the entry that needs to be reversed. For more information ...
  • Comments - Enter any appropriate comments as required.

 

Footer

 

  • Reset - Select to clear the screen.
  • Save - Select to save changes and generate either the Account Payment (SPAY002) or Account Adjustment (SPAY001) reports.
  • Close - Select to exit.

 

Reversing a Payment

 

If a payment has been made to an account by error or the payment amount was incorrect it can easily be reversed using the Member/Account Payment screen above. To reverse an account payment, follow these instructions:

 

  • Select the Member that is having the payment reversed from their account. The member can be selected either by clicking the small button on the Member/Account row or by entering the Member ID in the field provided.
  • Place a tick in the Reverse Payment field and select the receipt number of the payment that is being reversed.
  • The value of the reversal will be displayed in the Payment Amount field. To finalise the reversal press the Save button.

 

Credit Sales

 

If a credit sale is made to an account it will appear in the list of credit sales. By selecting a credit sale, you can apply the credit amount to any invoice, SwiftPOS will automatically find the oldest unpaid invoices and allocate the payments to those invoices, if you use the auto allocate feature. In the event that a payment has been specifically made to pay off an old invoice, the credit can be applied at a later time, after the payment has been applied to an invoice.

 

Related Topics

 

  1. Accounts
  2. Customer/Members
  3. Global Preferences - Member Settings
  4. POS Configuration Index - Account/Customer/Member Configuration
  5. POS Operation Index - Account/Customer/Member Features

 

Published 28 Mar 2024