Difference between revisions of "Payments, Sales Receipt, Credits, and Deposits"

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Receiving payments, creating sales receipts, credits and entering deposits is done in the Billing module.
 
Receiving payments, creating sales receipts, credits and entering deposits is done in the Billing module.
  
First, determine the account to which payments and receipts should be deposited. See [[Selecting Payment and Receipt Deposit To Account]]. If selecting that payments and receipts should be deposited in Undeposited Funds, you will also make a deposit transaction in ChamberMaster/MemberZone.
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First, determine the account to which payments and receipts should be deposited. See [[Selecting Payment and Receipt Deposit To Account]]. If selecting that payments and receipts should be deposited in Undeposited Funds, you will also make a deposit transaction in ChamberMaster/GrowthZone.
  
 
:'''Note: '''Payments should be accepted when needing to pay off an invoice. Sales Receipts may be created when accepting money on a Cash Basis. Credits can be created ahead of time or at the time of payment.
 
:'''Note: '''Payments should be accepted when needing to pay off an invoice. Sales Receipts may be created when accepting money on a Cash Basis. Credits can be created ahead of time or at the time of payment.
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A receipt is created when accepting money on a Cash Basis. If you are receiving money to pay off an invoice, make sure to receive a payment instead of creating a receipt so the invoice can be marked as paid. The '''Sales Receipt Summary''' report will display sales receipts transactions.
 
A receipt is created when accepting money on a Cash Basis. If you are receiving money to pay off an invoice, make sure to receive a payment instead of creating a receipt so the invoice can be marked as paid. The '''Sales Receipt Summary''' report will display sales receipts transactions.
  
<html>
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*[[How to Create a Sales Receipt]]
<h4><span id='hideshow'>How-to: Create a Sales Receipt</span></h4>
 
<div id="steps" style="display:none">
 
<ol>
 
<li>Click Billing in the left-hand menu.</li>
 
<li>Click the Billing Center tab.</li>
 
<li>Click the desired member in the member list.</li>
 
<li>Click New Sales Receipt.</li>
 
<li>Complete the sales receipt information fields as needed.
 
<ol>
 
<li>Sale Date defaults to the current date.</li>
 
<li>The Sale Number automatically displays the next available Sales Receipt Number.</li>
 
<li>Optional: Enter a Payment Reference # that displays on this transaction, often the check number or some other unique identifier. If capturing a credit card payment, this will be filled in automatically after processing the card.</li>
 
<li>Select a Message if desired.</li>
 
<li>Sales Tax: Choose the desired Tax Set.</li>
 
<li>Notes/Memo: is available for miscellaneous notes displayed on the credit. If capturing a credit card payment, this will be filled in automatically after processing the card.</li>
 
<p>'''Note: '''If Transaction Classes have been created, a Receipt Class drop-down selection will appear on the screen. Select the desired Class for this transaction. If needed, select a different Class assignment on each line item.</p></li></ol>
 
<li>Ensure that the Deposit To: drop-down selection is the desired account for funds to initially be deposited.</li>
 
<p>Note: See “Selecting Payment and Receipt “Deposit To” Account” for more information.</p>
 
<li>Select the desired Item Name from the Item Name drop-down list.</li>
 
<li>''Optional:'' If '''Transaction Classes''' have been created, you may choose a Class assignment for each line item if needed.</li>
 
<li>Continue adding desired line items until the receipt total is correct.</li>
 
<li>If selecting the “Credit Card” Payment Method, then you may actually process the card right now if you have credit card information. Click Capture Payment and complete the credit card information screen. The credit card will be processed with the total of the line items.</li>
 
<p>'''Note: '''Capture Payment button is only available for Plus users that have Authorize.net, Beanstream, or PayPal Website Payment Pro processing. See more details.</p>
 
<li>Click '''Save''' and then click '''Close'''.</li>
 
<li>If desired, click Print Now and follow prompt on-screen to print the sales receipt.</li>
 
</ol>
 
</div>
 
</html>
 
  
'''View the Sales Receipt Transaction Summary'''
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*[[Associated Sales Receipt Reports]]
 
 
:From the '''Reports''' tab in the '''Billing''' module, click '''Sales Receipt Summary''' in the "Transactions" report section.
 
  
 
==Credits==
 
==Credits==
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A credit may be created for a member ahead of time or created when receiving the payment. Credits do not have to be associated with a particular invoice when created. In contrast, discounts must be associated with a particular invoice. The '''Credit Memo Summary''' report will display credit transactions.
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*[[Create a Credit|Create a credit]]
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*[[Apply a Credit Before Payment is Received|Apply a credit before payment is received]]
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*[[Apply a Credit When Payment is Received|Apply a credit when payment is received]]
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*[[Associated Credit Reports|Associated credit reports]]
  
 
==Deposits==
 
==Deposits==
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Deposits are only available when payments and receipts have been deposited into the Undeposited Funds account. See “Selecting Payment and Receipt “Deposit To” Account” for more information.
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The '''Deposit Summary''' report will display deposit transactions.
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*[[Make a Deposit|Make a deposit]]
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*[[Associated Deposit Reports|Associated deposit reports]]
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::'''Note: '''If planning to export your transactions to QuickBooks or other 3rd party billing software, making a deposit using Integrated Billing deposit options does not take away your option of being able to create a deposit in QuickBooks. The Integrated Billing deposit transaction can be excluded from your export, allowing you to also make the deposit in QuickBooks.
  
  
[[Category: Integrated Billing]]
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==Write-off Balance==
 
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If a member does not pay, it is possible to write-off a balance. You may wish to have an account in your Chart of Accounts where these amounts will be recorded.
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Write-offs can also be done [[Mass Write-Offs|in mass when dropping members with the '''Mass Drop''' feature.
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*[[Entering a Single Write-off Transaction|Entering a single write-off transaction]]
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*[[Mass Write-Offs|Recording mass write-off while performing a mass drop]]
  
<html>
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==Refunds==
<script>
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*[[Track a Refund in Integrated Billing]]
jQuery(document).ready(function(){
 
    jQuery('#hideshow').on('click', function(event) {       
 
        jQuery('#steps').toggle('show');
 
    });
 
});
 
</script>
 
  
<style>
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==Discounts==
#hideshow{
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A discount may be applied to a particular invoice at the time of payment or prior to payment received. A discount is associated with a specific invoice and may only be removed by accessing the assigned invoice. In contrast, Credits do not have to be assigned to a particular invoice.
    cursor:pointer;
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*[[Assign Discount Before Payment is Received|Assign discount before payment is received]]
    color:#0D4B92;
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*[[Assign Discount When Payment is Received|Assign discount when payment is received]]
}
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*[[Delete a Discount|Delete a discount]]
  
#hideshow:hover{
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[[Category: Billing]]
    text-decoration: underline;
 
}
 
</style>
 
</html>
 

Revision as of 20:56, 27 April 2017

Receiving payments, creating sales receipts, credits and entering deposits is done in the Billing module.

First, determine the account to which payments and receipts should be deposited. See Selecting Payment and Receipt Deposit To Account. If selecting that payments and receipts should be deposited in Undeposited Funds, you will also make a deposit transaction in ChamberMaster/GrowthZone.

Note: Payments should be accepted when needing to pay off an invoice. Sales Receipts may be created when accepting money on a Cash Basis. Credits can be created ahead of time or at the time of payment.

Payments

When payment is received, you can enter a payment in one of three locations: the Billing Center tab or Payments tab in the Billing module, or the Account tab in the Members module.

Sales Receipts

A receipt is created when accepting money on a Cash Basis. If you are receiving money to pay off an invoice, make sure to receive a payment instead of creating a receipt so the invoice can be marked as paid. The Sales Receipt Summary report will display sales receipts transactions.

Credits

A credit may be created for a member ahead of time or created when receiving the payment. Credits do not have to be associated with a particular invoice when created. In contrast, discounts must be associated with a particular invoice. The Credit Memo Summary report will display credit transactions.

Deposits

Deposits are only available when payments and receipts have been deposited into the Undeposited Funds account. See “Selecting Payment and Receipt “Deposit To” Account” for more information. The Deposit Summary report will display deposit transactions.

Note: If planning to export your transactions to QuickBooks or other 3rd party billing software, making a deposit using Integrated Billing deposit options does not take away your option of being able to create a deposit in QuickBooks. The Integrated Billing deposit transaction can be excluded from your export, allowing you to also make the deposit in QuickBooks.


Write-off Balance

If a member does not pay, it is possible to write-off a balance. You may wish to have an account in your Chart of Accounts where these amounts will be recorded. Write-offs can also be done [[Mass Write-Offs|in mass when dropping members with the Mass Drop feature.

Refunds

Discounts

A discount may be applied to a particular invoice at the time of payment or prior to payment received. A discount is associated with a specific invoice and may only be removed by accessing the assigned invoice. In contrast, Credits do not have to be assigned to a particular invoice.