Payments in the CRM can be taken a couple of ways. Note: Payment will be automatically logged if you use web-quotes and the customer pays directly online. However, you can also manually log a payment within CRM to reflect financial transactions being managed externally.
The first way to record a payment is via an invoice. If you navigate to an invoice record, you’ll see a ‘Make Payment’ button in the action bar. This will take you to the payment screen where you’ll be able to follow the process outlined below to log a payment.
The other way to create a payment (and to access all payments) is to head to the Main Menu -> Sales -> Payments.
Here you’ll see a list of all past payments recorded in your system. To add a new payment, click New Payment in the upper right.
This is the CRM’s payment screen. The first thing you’ll need to do is select an Account that the payment relates to. This can be either a customer or a contact. Once you’ve selected an account, the screen will update with any unpaid invoices related to that account.
You’re able to select invoices from this list using the small selectors on the left-hand side. The total amount will then be displayed in the ‘Invoices Total’ tab below the grid and will be carried through to the payment amount.
Next, you’ll need to select the payment method. Depending on your setup/accounting integration the items on this list will vary. Select the appropriate payment method from the dropdown box. If you want to learn about making credit card payments, click here.
Following this you’ll see the option to relate the payment to a Ticket (this is optional but may come in handy if you require payments to be related to tickets that you log within the system).
The payment date will autofill, however, if you’re entering a previous payment you’re able to override this by selecting a past date (helpful for accurate reporting).
You can also choose to add notes (to provide additional details about the payment) or a customer reference if desired.
Once you’ve logged the payment, click Save and Close at the top of the screen. You’ll be taken to payment record outlining the general details, the description of the payment, and any invoices that the payment was allocated to.